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HomeMy Public PortalAbout07 06 17 PC MinutesThe Town of Leesburg in Virginia Leesburg Planning Commission Meeting Minutes July 6, 2017 The Leesburg Planning Commission met on Thursday, July 6, 2017 in the Town Council Chamber, 25 West Market Street, Leesburg, VA 20176. Staff members present included Susan Berry -Hill, Shelby Caputo, and Karen Cicalese, CALL TO ORDER The meeting was called to order at 7:00 pm by Chairman Welsh Chamblin PLEDGE OF ALLEGIANCE AND ROLL CALL Members Present: Chairman Welsh Chamblin, Commissioners Babbin, Barnes, Kidder, Lanham, Robinson Absent: Walker ADOPTION OF AGENDA Motion: Commissioner Robinson Second: Commissioner Barnes Vote: 6-0-1 (Walker Absent) APPROVAL OF MINUTES May 18, 2017 Motion: Commissioner Robinson Second: Commissioner Kidder Vote: 6-0-1 (Walker Absent) . June 1, 2017 Motion: Commissioner Robinson Second: Commissioner Kidder Vote: 6-0-1 (Walker Absent) DISCLOSURE OF MEETINGS None CHAIRMAN'S STATEMENT Chairman Welsh Chamblin thanked everyone for coming to the meeting. She noted that she did not envision this to be a lengthy meeting but felt it was a good opportunity for the Planning Commission to get an update on a few things and discuss the possibly of initiating a Town Plan review. Leesburg Planning Commission July 6, 2017 Minutes PETITIONERS None PUBLIC HEARING None SUBDIVISION AND LAND DEVELOPMENT None ZONING None COMPREHENSIVE PLANNING None SRTC REPORT None STAFF AND COMMITTEE REPORTS H-2 Work Group Update -- Susan Berry -Hill, Director, Department of Planning and Zoning Ms. Berry -Hill gave an overview of the presentation given to Town Council on June 26, 2017. The H-2 Work Group came up with the following major conclusions: ■ Existing H-2 Design Guidelines have provided a benefit to the Town through a higher standard of architecture but the program has been inconsistent in achieving the level of architectural and site design intended. ■ Some of the architectural review over nonresidential uses and attention to the roadways will strengthen Leesburg both economically and aesthetically and fulfill Town Plan objectives. ■ The single -district approach of the H-2 Program does not take into account the variety of uses, architecture, and character of the major gateways into Town. ■ Goals, objectives, and strategies for enhancing entry corridors are already established in the Town Plan and various studies, including the Business Development Strategy and Comprehensive Parks & Recreation Master Plan, but ■ are not being followed or implemented. ■ To achieve the level of enhancement and protection that Town goals call for, the Work Group recommends that the H-2 be rebranded as the new "Gateway District". This approach would recognize the unique character of each corridor within the district and would reduce/adapt guidelines accordingly. ■ The H-2 District should be divided into 5 sub -districts, each with its own relevant guidelines, streetscape plan and with eligible properties removed and placed in the H - l, Old and Historic Overlay District. Ms. Berry -Hill explained that the H-2 Corridor Program would be replaced by the Gateway District and the 3 components of the recommendation package include an 2 Leesburg Planning Commission July 6, 201.7 Minutes improved zoning overlay district, a streetscape enhancement plan, and implementation of the Town Plan's Heritage Resource Goals. ■ Improved Overlay District — The 5 identified gateways are characterized today by different environments, development histories, uses and appearances. The current H-2 program makes no distinction between them and does not even apply to the majority of uses (residential single family detached homes) within 3 of the gateway corridors. An improved overlay district would remove existing single- family detached houses (340 total), reduce district size by removing developed residential land, focus on maintaining a "Street Edge", maintain architectural/site design review of nonresidential uses and potential areas for nonresidential use, and include whole nonresidential parcels. ■ Streetscape Enhancement Plan — Gateways into Town have different road classifications, substantially different road widths, pedestrian environment and uses. The Town Plan, Twenty Year Parks Master Plan, Journey through Hallowed Ground Master Plan, and 2003 A Business Development Strategy for Leesburg, all emphasize the importance of gateway entrance roads and recommend improvements. A streetscape enhancement plan would add those elements that create a sense of place without changing the character and scale of the Gateway. ■ Implement Heritage Resources — Resources identified as historic are currently unprotected because the H-2 District is not sufficient to achieve the level of protection called for in the Town Plan. Threats to resources are increasing as the Town grows and redevelops. The implementation of Heritage Resources would add those properties the Town Plan identifies for inclusion in the H-1 Overlay, Old and Historic District (106 properties total) and will include whole parcels like the existing H-1. The Town Charter specifies that if a current owner does not want to be in the H-1 district, review does not apply to that dwelling until it is sold to a subsequent party. Ms. Berry -Hill explained that these 3 components are not mutually dependent and Council could act on 1, 2 or all 3 in a particular gateway. The 3 together create an attractive environment for residents, visitors, and businesses that fulfills Town Plan goals but each of the 3 would be an improvement to any gateway. She briefly discussed the H-2 Work Group recommendations for each of the 5 districts. Lastly, Ms. Berry -Hill outlined the next steps in the review process. Council continued discussion to their August 7t" work session and directed the Work Group to discuss how to move forward with any one or all of the recommendations presented. • Economic Development Steering Committee Briefing — Sharon Babbin, Planning Commissioner Commissioner Babbin noted that the Committee was just getting under way with the substantive portion of their work and felt they had an excellent group comprised of she and Rick Lanham from the Planning Commission, Tosha Woodard from the Economic Development Commission, Rick Allison and Charlie Keeler are the business owner representatives, and Brett Burke and Dave Faliskie are the Town resident representatives. Leesburg Planning Commission July 6, 2017 Minutes The Committee has chosen to proceed with a panel discussion format and staff is in the process of putting together the panel groups. The first panel discussion was held on July 5t" and included presentations by Beth Erickson of Visit Loudoun and Scott Coffman, Airport Manager and Dennis Boykin, Airport Commission Chair, on the economic impacts to the airport and what they bring to the Town. Next Wednesday, July 12th, will include a panel discussion with downtown property owners. Other panels being considered are high-tech businesses and other jurisdictions. The developer panel will be held on July 19"'. The Committee voted as a group to not allow public input at each session as they have limited time, but are encouraging public input via email and/or the project page. They will be having a wide ranging public forum tentatively scheduled for September 4"' and this effort will be chaired by Brett Burke. Their big project in the upcoming weeks is to put forward their comments to Council on the H-2 Work Group recommendations. There have been concerns expressed regarding the extension of architectural controls. • Town Plan Review — Susan Berry -Hill, Director, Department of Planning and Zoning Chairman Welsh Chamblin explained that the Code of Virginia states that the Comprehensive Plan shall be reviewed, at least once every 5 years, by local Planning Commi-ssions to determine whether it is advisable to amend the Plan, After conducting some research, it was her understanding that it doesn't necessarily have to be a full comprehensive review of every section if sections have been reviewed and changes have been made over the last several years. As this is the case, the Plan is viewed as a living document. She asked the Commission to discuss whether they concur with the Deputy Town Attorney's view that a comprehensive review is not necessary as the plan is active due to the number of amendments made since the last comprehensive review in 2012. Commissioner Kidder expressed concern as most of the amendments did not stem from planning by the Planning Commission, but rather from developers or Town Council. Commissioner Robinson shared Commissioner Kidder's concerns. Additionally, she felt that some of the maps need to be updated in terms of the JMLA and the Brown's Auto rezoning. She noted that it would be beneficial to review some of the action plans, particularly transportation, to understand any new impacts coming through due to the discontinuation of proffers for residential development. It was her opinion that a more in depth approach be taken. Commissioner Lanham commented that staff is very involved with the Eastern District Small Area Plan which is a comprehensive plan amendment initiated by Council and a large endeavor involving several hundreds of acres. Looking at the entire plan as a whole, while involved in this effort, is not feasible. Commissioner Babbin commented that she was in agreement with Commissioner Lanham. Additionally, the Economic Development Steering Committee has been tasked with reviewing the Economic Development portion of the Town Plan which is also a major portion of the Town Plan. She did not see the need, nor the opportunity, to use tax payer dollars for a more in depth review. M. Leesburg Planning Commission July 6, 2017 Minutes Chairman Welsh Chamblin commented that she liked the concept that the Plan is a living document that can be reviewed and changed when appropriate. She did not feel it was necessary to do a full comprehensive review given all the amendments made over the past several years. Going forward, she would like to look at specific areas and place these chapter reviews on upcoming agendas as time permits. Ms. Berry -Hill commented that there were 2 questions bring addressed. One being do we have to do a full plan update every 5 years per code and the Deputy Town Attorney has answered that we do not. The second question is should we do periodic reviews. Ms. Caputo's memo states that comprehensive reviews have been done in 1986, 1997, 2005, and 2012. Ms. Berry -Hill opined that it is good for the Planning Commission to take a look at the Town Plan periodically to see if the vision and the individual Plan element goals are still correct. Commissioner Babbin noted that we are reviewing Chapter 8, economic development goals in conjunction with strategies and it is suspected that recommendations for some policy changes will come out of this effort. The Small Area Plan is also being looked at along with a third element, the Transportation Policy Network Road Map, primarily looking at the Greenway extension and whether or not it is needed. This will be coming before the Commission most likely in September. Ms. Berry -Hill proposed looking at each chapter on an individual basis throughout the remainder of this year and identify trends we are seeing in the Town and note any big changes/challenges that the Town needs to address. Moving forward into 2018 the Commission can schedule some work sessions to discuss various elements of the Town Plan and identify areas where change may be needed. If it is determined that there are enough changes to warrant a comprehensive review of the Town Plan, the Commission can make a recommendation to Council. Commissioner Kidder commented that she was in agreement with Ms. Berry -Hill and didn't think that anyone was recommending a comprehensive plan redo but rather a tweaking of some of the elements. Chairman Welsh Chamblin summarized that the Commission would look at individual sections and schedule discussions on items that the Commission members feel should be addressed. • Plaza Street Discussion Commissioner Kidder noted that she was requesting input on an email she sent to the Commission regarding the proposed Plaza Street Sidewalk and its impact on the trees in that area. Her email contained a motion to send a recommendation to Council that every effort be made to design and construct a sidewalk on the west side of Plaza Street to avoid impacting existing trees. She also expressed concern regarding the pedestrian traffic in that area and noted the need for a crosswalk. Chairman Welsh Chamblin asked if bikes were permitted on the sidewalks in Town. Ms. Caputo confirmed that they were not per the Town Code. 5 Leesburg Planning Commission July 6, 2017 Minutes Concerns expressed included bicyclist and pedestrian safety, expense of narrowing streets and the continuing problem of snow removal from the sidewalks in that area. After further discussion, it was determined that the majority of the Commission members were in support of sending a recommendation to Council and Chairman Welsh Chamblin called for a motion. Commissioner Kidder made the following motion: I move that the Planning Commission recommend that every effort be made to design and construct sidewalk on the west side of Plaza Street to avoid impact to existing trees by considering any and all options such as narrowing the travel lanes on this segment of Plaza Street, eliminating the bike lane on the east side of Plaza Street, considering a reduction in sidewalk width to 4 feet, or other appropriate design considerations that would facilitate the protection of trees. Commissioner Babbin seconded the motion and the motion carried 6-0-1 (Walker Absent) Commissioner Kidder agreed to present this recommendation to Council. Ms. Berry -Hill will check with the Town Manager to determine if there is room on the August 8th Agenda. OLD BUSINESS None NEW BUSINESS Commissioner Robinson asl<ed if the calendar can be updated to reflect the tentative dates for upcoming land development application public hearings. Ms. Berry -Hill explained that a lot of the land development applications are in a holding pattern with the applicant making it hard to project timelines. Commissioner Robinson asked if it would be possible to list the applications that were under review on the calendar. Ms. Berry -Hill responded that staff would add this information the calendar. Commissioner Robinson also asked if the minutes from the Economic Development Steering Committee were included on the project page. Ms. Berry -Hill responded that currently they were not and explained that these were summary minutes and not detailed minutes that have been reviewed by the Committee. She asked Commissioner Babbin if she wished to have the Committee review the summary minutes prior to placing them on the project page. Commissioner Babbin responded that they have not been doing minutes formally as it was her understanding that staff was taking notes and accumulating these notes so thatthe results of the panel discussions and summaries of the meetings will be available to the Committee when they are compiling their report to Council. It was her opinion that to put the summary minutes in an appropriate format for publication on the project page would take additional staff time and she was hesitant to ask staff to devote more time to this project. If someone were to feel strongly that the minutes should be available on the project page she would discuss the request with the Committee to determine if they wanted to do formalized minutes and publish them on the project page. She noted that they were attempting to use staff time as economically as possible to get to the final result as opposed to doing paperwork. She agreed to bring this up at their meeting next Wednesday. 9 Leesburg Planning Commission July 6, 2017 Minutes ADJOURNMENT The Meeting was adjourned at 8:18 pm A' roved by: �;7 ren Cicalese, Commission Clerk ndsayL WeIsIf Chamblin, Chair