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PC 09-06-17 Meeting MinutesMEETING MINUTES OF THE FREDERICK COUNTY PLANNING COMMISSION Held in the Board Room of the Frederick County Administration Building at 107 North Kent Street in Winchester, Virginia on September 6, 2017 PRESENT:. June M. Wilmot, Chairman/Member at Large; Robert S. Molden, Opequon District; Gary R. Oates, Stonewall District; William H. Cline, Stonewall District; J. Rhodes Marston, Back Creek District; Lawrence R. Ambrogi, Shawnee District; Kevin Kenney, Gainesboro District; Charles E. Triplett, Gainesboro District; Roderick B. Williams, County Attorney. ABSENT: Roger L. Thomas, Vice Chairman/Opequon District; H. Paige Manuel, Shawnee District; Christopher M. Mohn, Red Bud District; Greg L. Unger, Back Creek District. STAFF PRESENT: Michael T. Ruddy, Director; Candice E. Perkins, Assistant Director, Shannon L. Conner, Administrative Assistant. CALL TO ORDER Chairman Wilmot called the September 6, 2017 meeting of the Frederick County Planning Commission to order at 7:00 p.m. Chairman Wilmot commenced the meeting by inviting everyone to join in a moment of silence. RESOLUTION OF APPRECIATION Chairman Wilmot recognized Charles F. Dunlap with a Resolution of Appreciation for serving on the Planning Commission representing the Red Bud Magisterial District. On behalf of the Planning Commission, Chairman Wilmot expressed their gratitude to Mr. Dunlap and recognized his many years of faithful service. ADOPTION OF AGENDA Upon motion made by Commissioner Oates and seconded by Commissioner Cline, the Planning Commission unanimously adopted the agenda for this evening's meeting. MINUTES Upon motion made by Commissioner Oates and seconded by Commissioner Marston, the Planning Commission unanimously adopted the minutes from the June 7, 2017 and August 2, 2017 meetings. Frederick County Planning Commission Page 3463 Minutes of September 6, 2017 COMMITTEE REPORTS Transportation Committee — Mtg. 08/28/17 Commissioner Oates reported the committee discussed six (6) items at their August meeting and are as follows: 1. Revenue Sharing Policy Update a. There are major changes that adversely affect Frederick County in our ability to gain funding for projects; available funding from the state has been reduced from $10 million to $5 million per year. 2. Smartscale Program Update a. A major proposed change by the stat is a reduction in the number of applications a locality can submit to four (4) projects; that is about half the number of projects we typically submit in years past. b. A second huge obstacle that is proposed is a project with proffered dollars will not be eligible for funding; this may not allow us to receive matching funds from the state. 3. VDOT Arterial Preservation Program a. This is a new program that VDOT is implementing although it is still being developed; this impacts all of our arterial roads such as Routes 11, 522, 7, and 50, it will make new entrances, intersections, and stop lights even harder to obtain. 4. Route 37 and Shady Elm Road Access Management Discussion a. VDOT is exploring a limited access break for the property lying between Route 11, 37, and I-81 that is south of Gander Mountain; the MPO has studied this twice in the past and is not supportive. 5. County Project Updates a. Snowden Bridge Blvd in Graystone Industrial Park — rain storms have washed out some shoulders and the County is working to fix these; it is expected the road will be taken in the VDOT system this fall. b. Tevis Street Extension at Airport Road and I-81 — the bridge design over 1-81 is ongoing and reviewed and expected to be approved by the end of the year; the round -about plans have been submitted for review and expected to be approved in the spring; bids will go out before next summer. c. Renaissance Drive — Property owner agreements have been received and the Board is evaluating the status of revenue sharing funds before beginning the design; the railroad crossing is being worked on between the County and CSX. d. Valley Mill Road Realignment — A private partner has restated they do not wish to continue to continue the project; Staff is exploring ways to transfer matching funds obtained from the state to other projects. Frederick County Planning Commission Page 3464 Minutes of September 6, 2017 e. Jubal Early Drive Extension and the interchange onto Route 37 — The County has advanced the project as far as it can without an agreement from the developer; to date, the developer has not committed to a revenue sharing agreement. Development Review and Regulations Committee — Mtg. 08/24/17 Commissioner Kenney reported the committee held discussion of a request to modify requirements for residential separation buffers in the RP (Residential Performance) District. He noted also discussed was a request to add solar (photovoltaic) power generating facilities to the use list for the RA (Rural Areas) District. Historic Resources Advisory Board — Mtg. 08/15/17 Commissioner Cline reported the Board reviewed a Rezoning Application for Carbaugh Properties. Frederick Water — Mt2. 08/15/17 Commissioner Oates reported the Board adopted the 2017 Sewer Master Plan which is forecasted out for 30 years. Board of Supervisors Report — Mtg. 08/09/17 Board of Supervisors' Liaison, Supervisor Blaine Dunn reported the Board scheduled a Public Hearing for the Abandonment of Gold Orchard Road (Route 708). City of Winchester — Mt2. 08/15/17 Commissioner Loring, Winchester City Planning Commission Liaison, reported the commission reviewed six (6) CUP's and an ordinance amendment pertaining to signs. CITIZEN COMMENTS Chairman Wilmot called for citizen comments on any subject not currently on the Planning Commission's agenda or any item that is solely a discussion item for the Commission. No one came forward to speak and Chairman Wilmot closed the citizen comments portion of the meeting. ------------- Frederick County Planning Commission Page 3465 Minutes of September 6, 2017 PUBLIC HEARING 2017-2022 Capital Improvement Plan (CIP). The CIP is a prioritized list of capital projects requested by various County Department and Agencies. The Plan is created as an informational component of the 2035 Comprehensive Plan. Action — Postponed by Majority Vote Candice E. Perkins, Assistant Director reported the CIP is a document that consists of a schedule for major capital expenditures for the County for the ensuing five years and also a category for long term projects that are 6+ years out. Ms. Perkins noted the inclusion of projects to the CII' is in no way an indication that Frederick County will be undertaking these projects: the CIP is strictly advisory; the CIP is intended for use as a capital facilities planning document, not for requesting funding allocations. Ms. Perkins continued it is possible that particular projects may not be funded during the year that is indicated in the CIP; the status of any project becomes increasingly uncertain the further in the future it is projected. Ms. Perkins reported the CIP is a document that is updated annually, with each cycle projects are removed from the plan as they are completed or as priorities change. She noted the monetary amounts shown within the CIP tables were compiled December 2016 — January 2017; some of these figures may have changed. Ms. Perkins noted updated figures will be gathered during the next CIP cycle (2018-2022). Ms. Perkins continued the CIP has been modified from its previous version to improve its presentation and utility and these modifications reflect input provided by members of the Planning Commission and Board of Supervisors. Ms. Perkins referenced the tables within the CIP have been broken down into three (3) separate tables and the three (3) tables reflect projects that are County funded versus projects funded by other sources (state/federal). Ms. Perkins explained this year's CIP continues to reinforce the connection between the CIP, the 2035 Comprehensive Plan, and future rezoning applications. She reported the total number of projects is 75 from Schools, Parks and Recreation, Regional Library, Transportation, Winchester Regional Airport, County Administration, and Fire and Rescue. Ms. Perkins reported there are three (3) tables: General government expenditures (schools, parks, library, administration, fire and rescue); Airport; Transportation. Ms. Perkins concluded the CPPC endorsed the 2017-2022 CIP on in March, 2017 and determined the CIP is in conformance with the 2035 Comprehensive Plan at which time it was forwarded to the Planning Commission and Board of Supervisors. The Planning Commission discussed this item in April, 2017. Commissioner Oates inquired as to why the CIP is now a five (5) year document when typically it has been for one (1) year. Ms. Perkins explained the name has been tweaked to reflect a five (5) year document and it will continue to be reviewed annually. Commissioner Oates asked if the CIP will continue to be reviewed in December and January of each year. Mr. Ruddy explained it is anticipated the CPPC and Planning Commission will be reviewing the document in December and then moving it to the Board of Supervisors possibly around the time of the budget presentation; however we will wait for direction from the Board of Supervisors. Frederick County Planning Commission Page 3466 Minutes of September 6, 2017 Commissioner Oates inquired what the purpose is of adopting this CIP now and it only being applicable for three (3) months. Ms. Perkins explained it is likely this document will be in effect until spring 2018 and an updated CIP is needed on the books as soon as possible. Mr. Ruddy reported the intent is to make sure the information received regarding the format of the CIP was reflected in the new structure and everyone was comfortable with; as we continue to move forward. Commissioner Oates continued to wonder why the need to adopt this now, if this were to be tabled for 90 days it could line up with the new cycle and some information on this one is out of date. Mr. Ruddy noted any obvious changes could be made before it goes to the Board of Supervisors for Public Hearing. Commissioner Kenney commented he agrees with Commissioner Oates and inquired when the new cycle would begin for the CIP. Ms. Perkins explained comments will be gathered this fall from County agencies to prepare for the new cycle. Mr. Ruddy noted once this CIP is adopted by the Board of Supervisors that would end the current cycle and allow the start of the new one. Chairman Wilmot commented it is her understanding this was an effort to develop a platform now and to move forward later. Ms. Perkins stated that is correct; with the new format and the Board of Supervisors comments it is to solidify a good format and a new process for the CIP. Commissioner Oates commented he would prefer it be called 2017-2018 CIP since it is a yearly plan and why call it a five (5) year plan if it is being updated each year. Chairman Wilmot called for anyone who wished to speak regarding this Public Hearing to come forward at this time. No one came forward to speak and Chairman Wilmot closed the public comment portion of the hearing. Chairman Wilmot noted she sees the need to move this forward as it looks and reads great; a job well done. Commissioner Marston asked Commissioner Oates his reasoning for wanting to table the CIP for 45 days. Commissioner Oates explained County agencies are in the process of updating their numbers and updated information should be provided at that point by tabling. Commissioner Triplett made a motion to recommend approval; there was not a second to the motion. Commissioner Oates made a motion to table the 2018-2022 Capital Improvement Plan (CIP) for 45 days. This motion was seconded by Commissioner Kenney and passed by majority vote. BE IT RESOLVED, the Frederick County Planning Commission does hereby recommend tabling the 2017-2022 Capital Improvement Plan (CIP) for 45 days. YES: Oates, Kenney, Marston, Ambrogi, Molden, Cline NO: Triplett, Wilmot (Note: Commissioners Manuel, Mohn, Thomas, and Unger were absent from the meeting) Frederick County Planning Commission Page 3467 Minutes of September 6, 2017 ADJOURNMENT No further business remained to be discussed and a motion was made by Commissioner Oates to adjourn the meeting. This motion was seconded by Commissioner Cline and unanimously passed. The meeting adjourned at 7:35 p.m. Respectfully submitted, J16/he M. Wilmot, Chairman Michael T. Ruddy, Secretary Frederick County Planning Commission Page 3468 Minutes of September 6, 2017