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HomeMy WebLinkAbout4/18/2017 - Minuteseamt�t of iqoam& PLANNING COMMISSION 3-S APRIL 18,,2017 Commissioners Present: Mr. Wayne Bower Mr. Rick James Mr., Troy Henderson Mr. Jim Woltz Commissioners Absent: Mr. Paul Mahoney Staff Present: Mr. Philip Thompson, Secretary Mr. Peter Lubeck, Senior Assistant County Attorney Ms. Jessica Webb, Social Services Ms. Melinda Rector, General Services Mr. Nathan Grim, Real Estate Valuation Ms. Megan Cronise Mr. Tori Williams Ms. Bailey DuBois Ms. Susan McCoy, Recording Secretary Work Session Mr. Bower called the meeting to order at 6:08 p.m. Approval of Acienda Mr. James made a motion to approve the agenda, which passed 4-01. LEAN Recommendations Ms. Cronise, Ms. Webb, Ms. Rector, and Mr. Grim provided a PowerPoint presentation of the LEAN process. Ms. Webb provided an overview of the project history, background, scope, and goals. Ms. Cronise reviewed the analysis of the data regarding existing concurrent processes which total 60-89 days in length. Mr. Grim reviewed the data for land use applications in chronological order from 2014 — 2016, including land use application duration and land use application process days. Ms. Rector reviewed the participants of the stakeholder interviews, including Roanoke County Planning Staff, Clerk to the Board of Supervisors, Senior Assistant County Attorney, application reviewers, applicants, Planning Commissioners, Board of Supervisors members, and City of Roanoke Planning Staff. Ms. Webb discussed analysis and lean tools, including 7 -Ways evaluation, histograms, DMAIC (Define, Measure, Analyze, Implement, Control), brainstorming, and identifying wastes. Ms. Cronise discussed root causes for delays, which include accepting incomplete applications, requests for additional information later in the process, and communication barriers. Mr. Grim reviewed recommendations for process changes, including changing meeting dates and bundling Page 1 of ROANOKE COUNTY PLANNING COMMISSION MINUTES APRIL 18, 2017 legal ads, requiring pre -application meetings, updating application, evaluating list of review agencies, providing a concept meeting date with review agencies. Ms. Rector discussed recommendations, including developing checklists, updating Community Development website, reworking maps, creating simple concept plan tool for citizens, providing standard handout for community meetings, and considering Zoning Ordinance amendments. The LEAN Team and the Commissioners discussed goals and consistency of process. They discussed defects which slow down the process. Ms. Webb discussed the 7 -Ways evaluation scoring, including changing meeting schedules and ads, creating checklists, pre-application/concept meetings, modernizing application, creating community meeting handout, updating website, reworking maps, developing concept plan tool, evaluating review agencies, and zoning ordinance amendments. Ms. Cronise discussed evaluation recommendations in histogram and calendar views. Mr. Grim discussed initial implementation steps., which are to require pre -application meetings which will be effective July 1, 2017, update and modernize the rezoning and special use permit application, develop a pre -application meeting checklist, and update the Community Development webpage. Ms. Rector discussed the expectations of the initial implementation steps, which are to minimize delays, facilitate better application process, have a consistent meeting format, and educate applicants and the public about the rezoning and special use permit process. Ms. Webb discussed other implementation changes and challenges, including switching Planning Commission meeting dates and bundling Roanoke Times ads. Ms. Cronise and Mr. Grim discussed lessons which the team has learned during the process. The Commissioners and staff discussed the advantage of acquiring feedback from various staff members and outside entities during this process. They also discussed making the process easier for citizens to follow. Mr. Lubeck, Mr. Thompson, and the Commissioners discussed statutes regulating advertising requirements for the public hearings. Mr. Thompson and the Commissioners discussed issues regarding some of the proposed changes suggested by the team. Mr. Thompson commended the team for their diligent work on the project. Transportation Funding Mr_ Williams provided a PowerPoint presentation, regarding Smart Scale Update and Transportation Prioritization, including an overview of the Smart Scale process. He discussed Transportation Reform Virginia, noting that in 2013 Governor Bob McDonnell signed HB2313, which was a bipartisan transportation funding bill. He provided a brief history of transportation funding, noting from 2002 - 2012, VDOT transferred over $3.3 billion from its construction fund to the maintenance fund. He stated HB2313 included tax changes for motor fuels, increased State and local sales and use tax, phased in an increase in motor vehicle sales tax, and created an alternative fuel vehicle fee. He stated in 2014 the General Assembly approved HB2 (Smart Scale) which is an objective prioritization system for funding of transportation projects. He stated that in 2015, the General Assembly approved a new allocation formula for transportation (HB1887), including the State of Good Repair Program, Construction District Grant Program, and High Priority Projects Program. He noted Roanoke County is within VDOT`s Salem District, noting the district also includes the New River Valley. He reviewed Smart Scale — Round 1 Review, noting 321 applications were submitted statewide. He provided information regarding funding allocations of the projects chosen. He reviewed Smart Page 2 of 4 ROANOKE COUNTY PLANNING COMMISSION MINUTES APRIL. 18, 2017 Scale — Round 1 County Projects, including Route 311/Route 419 Intersection, Route 419 Widening, Lila Drive/Route 115 Intersection, and McVitty/Old Cave Spring Road. He stated all were funded except the McVitty/Old Cave Spring Road project. He stated the scoring system is performed by the Commonwealth Transportation Board. Mr. Williams discussed the Smart Scale Round 1 TPO Projects, including Route 220 Signal Coordination, West Roanoke River Greenway, 1-81NB Ext 141 to 143, all of which were funded. He stated 1-81 NB and SB at Exit 150, 1-81 NB and SB from Exit 140 to 143, and 1-81 Interchange Lighting Projects were not funded. He discussed Round 1 Funded Projects for FY2017-2022 Six Year Improvement Plan, including Route 419 Widening, Safety and Multimodal Improvements, Lila Drive/Route 115 Intersection Improvements, Route 311/Route 419 Intersection Safety and Congestion Improvements, US 220 Communications and Adaptive System Project, Roanoke River Greenway — Green Hill Park to Riverside Park, and 1-31 NB Auxiliary Lane Exit 141-143 received various funding. Mr. Williams reviewed Smart Scale Round 2 Project for the FY2018-2023 Six Year Improvement Program, noting 436 projects were submitted statewide. He discussed statistics of the screening process and available funding, including High Priority Projects Program and District Grant Program. Mr. Williams, Ms. Cronise, and the Commissioners discussed the scoring process and allocation of funds by district. Mr. Williams reviewed individual project costs and Smart Scale scores for Route 419 and Route 221 Adaptive Traffic Control, West Main Street Pedestrian Improvements, Plantation Road Bicycle, Pedestrian and Streetscape Improvement Project, Phase 11, Roanoke River Greenway — Explore Park to Rutrough Road, and McVitty Road and Old Cave Spring Road. He stated the Roanoke River Greenway - Explore Park to Rutrough and McVitty Road and Old Cave Spring Road projects were not funded. Mr. Williams reviewed Smart Scale Projects submitted by Roanoke Valley Transportation Planning Organization (TPO), including Rt. 419/Rt. 220 Expressway Lane and Ramp, 1-81 Northbound Auxiliary Lane Exit 140 to 141, 1-81 Southbound Auxiliary Lane Exit 141 to 140, 1-81 Southbound Auxiliary Lane Exit 143-141, and 1-81 Southbound Auxiliary Lane Exit 150 to Weigh Station. He stated all were funded except 1-81 Southbound Auxiliary Lane Exit 143-141 and 1-81 Southbound Auxiliary Lane Exit 150 to Weigh Station projects. He reviewed the timeline and evaluation of the Smart Scale Round 2. He discussed the Round 2 Funded Requests. He also discussed evaluation of Round 2 by district. He compared Smart Scale Round 1 and Round 2 statistics. He reviewed the next steps regarding positioning the region to compete. He discussed recommendations, including developing prioritization for regionally significant projects, exploring opportunities for leveraging eligible regional matching funds in the Smart Scale Process, and engaging with the Commonwealth Transportation Board and State officials on Federal funding opportunities. He stated we need to know our collective projects and develop a regional strategy to be successful. He provided examples of regional coordination of other localities and districts. Mr. Thompson, Mr. Williams, Ms. Cronise, and the Commissioners discussed the revenue sharing process and the importance of regional coordination for projects. Page 3 of 4 ROANOKE COUNTY PLANNING COMMISSION MINUTES APRIL 18, 2017 Citizen Comments There were none. Commissioners' and Staff Comments Mr. Thompson and the Commissioners discussed the status and concerns regarding the proffered conditions for the petition of Richard Rife, Rife + Wood Architects. Mr. Thompson provided updates on various petitions and projects within the County. Mr. Thompson stated a joint meeting with Roanoke City Planning Commission and Roanoke County Planning Commission will be held May 5, 2017, at 12:00 noon in the Noel C. Taylor Municipal Building. Mr. Thompson and the Commissioners discussed potential agenda items. Mr. Thompson stated the Roanoke Valley Greenway Plan Update Public Input Meetings will be held at 6:30 p.m. on April 6, 2017, at Glenvar Middle School and 6:30 p.m. on April 10, 2017, at the Vinton War Memorial. Mr. Thompson stated a community meeting regarding the Wood Haven Road Properties will be held at 6:30 p.m. on April 26, 2017, at the Sheraton Roanoke, 2801 Hershberger Road, Roanoke, Virginia. With no further business or comments, Mr. Bower adjourned the meeting at 8:06 p.m. Respectfully Submitted: Susan McCoy Recording Secretary, Roanoke County Planning Commission Philip ary, ompson Secre Roanoke County Planning Commission Wayne Bower Chairman, Roanoke County Planning Commission Page 4 of 4