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HomeMy WebLinkAbout1/17/2017 - MinutesMr. Wayne Bower Mr. Troy Henderson Mr. Rick James Mr. Paul Mahoney Mr. Jim Woltz MUF27-274- "I, Mr. Philip Thompson, Secretary Mr. Peter Lubeck, Senior Assistant County Attorney Ms. Jessica Webb, Social Services Ms. Melinda Rector, General Services Mr. Nathan, Grim, Commissioner of the Revenue Mr. John Murphy Ms. Megan Cronise Ms. Becky James Mr. Tori Williams Mr. Brian Hughes Ms. Susan McCoy, Recording Secretary Work Session Mr. Bower called the meeting to order at 6:04 p.m. Approval of Agenda Mr. James made a motion to approve the agenda, which passed 5-0. LEAN Program Ms. Cronise, Ms. Webb, Ms. Rector, and Mr. Grim, provide a PowerPoint presentation regarding the program, including a brief description and purpose of the program. Ms. Webb reviewed the Project Charter, including the background, project scope, and project goals. She stated the goals include reducing the frequency of delays (defects) in the process, reducing the overall application process length by 10%, and improve the Land Use Application to capture essential information. Ms. Cronise discussed Concurrent Processes which occur within the 60-89 day process length. Ms. Webb discussed Analyzing the Date (2014-2016), noting the average duration of the process is 88 days. Ms. Cronise discussed the method by which information was compiled. The Commissioners and staff discussed processing schedules of other localities. Ms. Webb stated they are trying to create a quality product with fewer delays in the process. She reviewed additional data analysis. Ms. Cronise, Mr. Thompson, and the Commission discussed several outlier cases which were significantly delayed. Ms. Webb reviewed stakeholder involvement, including the planning team, Clerk to the Board of ROANOKE COUNTY PLANNING COMMISSION MINUTES JANUARY 17, 2097 Supervisors, County Attorney, application reviewers, and various applicants. Ms. Rector noted VDOT is very open to meeting prior to application submission. Ms. Cronise discussed things they have learned during this process, including application order consistency would allow easier review of the application. She discussed the importance of pre -application meetings, including exchanging information with the applicant and informing the applicant of requirements. The Commissioners discussed the need to have a list which is followed for each application processed. Ms. Rector noted some requirements may be costly for the applicant to provide. Ms. Cronise and Mr. Grim discussed making the application available digitally with a consistent format to follow. The Commissioners and staff discussed the importance of making the application process business friendly. The LEAN Committee and the Commissioners discussed ways to improve the process. The Commissioners stated scatter plots are helpful regarding complaints and comments received especially for larger projects. They stated previous landuse actions which have occurred on the property and meeting notes from community meetings would be beneficial. They discussed interpretation of the traffic impact analysis and consistency of packet order. They suggested providing information regarding other landuse decisions near the applicant's site. They stated dialogue with staff is important and helpful. They stated the staff report is important, noting they would like more history of other actions in the immediate area. They discussed instances when the citizens make inquiries and are informed the issue will be addressed during future processes including site plan review. They suggested assigning a planner to each inquiry in order to provide consistency. Mr. Thompson and staff noted other departments may have involvement of which planning staff is unaware. They discussed the large volume of calls the planning department receives daily, noting many calls involve other departments. They also stated some callers do not provide detailed information. They reviewed the pre - application process and having subsequent meetings if needed. Mr. Thompson discussed the balance between moving the process along quickly and having quality submissions. He stated amending the Zoning Ordinance is an evolutionary process. The Commissioners and Mr. Thompson discussed the amount of time needed to process the petition especially if a community meeting is needed. They discussed methods of receiving information from citizens, including letters, emails, community meetings, and public hearings. The Commissioners and staff discussed providing additional information on the County's website. They compared processes of other localities. Ms. Webb stated the committee is currently investigating and crafting recommendations from information they have compiled. Mr. Thompson thanked the LEAN Committee for their research and is looking forward to their recommendations. Route 419 Town Center Plan Mr. Thompson provided a status update regarding the Route 419 Town Center Study. He stated approximately 60 people attended the January 4, 2017 Route 419 Town Center Study Community Meeting at the Hilton Garden Inn. He reviewed the future timeline for the draft plan, public meeting and comment period, and public hearings. Page 2 of 4 ROANOKE COUNTY PLANNING COMMISSION MINUTES JANUARY 17, 2017 Joint Meeting with Roanoke City Planning_ Commission Mr. Thompson stated a representative of Roanoke City Planning Department has expressed an interest in having joint meetings with Roanoke City Planning Commission and Roanoke County Planning Commission. Mr. Thompson and the Commissioners discussed areas which are of interest to both localities, including Route 419, Wood Haven Road, and Tinker Creek Greenway. They discussed the importance of having continuity between other localities and government agencies. Citizen Comments There were none. Commissioners' and Staff Comments Mr. Thompson provided a letter to each Commissioner regarding a community meeting hosted by the Western Virginia Regional Industrial Facility Authority (WVRIFA) on Tuesday, January 31, 2017, from 6:30 p.m. — 8:00 p.m. at the Quality Inn Roanoke Airport, 6626 Thirlane Road. He stated WVRIFA will be available to discuss property which has been acquired for economic development purposes on Wood Haven Road. Mr. Thompson and the Commissioners reviewed the preliminary schedule for the Wood Haven Road Site Master Plan. The Commissioners and staff welcomed Mr. Henderson to the Commission. Mr. Thompson provided a brief status update on the Kimberly J. Bolden (Triple J Farm Event, LLC) petition. Mr. Thompson discussed topics to be discussed at the Board of Supervisors Retreat scheduled for January 28, 2017, including development, redevelopment, and transportation issues. Mr. Thompson stated the meeting on February 7, 2017, will be a Planning Commission Work Session since there are no public hearings scheduled. With no further business or comments, Mr. Bower adjourned the meeting at 8:21 p.m. Respectfully Submitted: Susan McCoy QJ Recording Secretary, Roanoke County Planning Commission r 1 Philip Th mpson Secreta , Roanoke County Planning Commission Page 3 of 4 ROANOKE COUNTY PLANNING COMMISSION MINUTES A) ti...; , Nalll ._ Wayne Bowe Chairman, Roanoke County Planning Commission Page 4 of 4 JANUARY 17, 2017