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HomeMy WebLinkAbout03-18 Trumpet Vine Farm (Special Event Facility) - PIN 85-A-6C - Back Creek - BackfileOPEN FILE: z,] 9 1 1 �- — �S9 I� a q (8 A-J I AJ/ Al 114 1 CLOSE FILE: '41 S�- Sys ID # CUP TRACKING SHEET File opened Reference Manual updated/number assigned D-base updated Location maps requested from Mapping Dept. Adjoiner list given to Planner Scan documents to Planning S: drive Application Action Summary updated Scan additional items as needed (Project Planner to direct) ACTION Planning Commission Meeting C 4pw -M Board of Supervisors Meeting QQ� Approval (or denial) letter mailed to applicant, copy to Inspections Dept., copy to file and other cc's File stamped "approved", "denied" or "withdrawn" Reference manual updated D-base updated Scanning updated Application Action Summary updated DAFE�� RECEIVED FROM / ADDRESS 2af j, Ila FOR RECEIPT721497 ACCOUNT HOW PAID _ BEGINNING BALANCE CASH AMOUNT PAID CHECK BALANCE MONEY ^ DUE ORDER �. J n BY S 410� oo� CONDITIONAL USE PERMIT #03-18 Trumpet Vine Farms - Special Event Facility Staff Report for the Planning Commission w Prepared: March 22, 2018 Staff Contact: M. Tyler Klein, AICP, Planner This report is prepared by the Frederick County Planning Staff to provide information to the Planning Commission and the Board of Supervisors to assist them in making a decision on this request. It may also be useful to others interested in this zoning matter. Reviewed Action Planning Commission: 04/04/18 Pending Board of Supervisors: 04/11/18 Pending EXECUTIVE SUMMARY: This is a request for a Conditional Use Permit (CUP) for a special event facility in the RA (Rural Areas) Zoning District. Should the Planning Commission find this application for a special event facility to be appropriate, staff recommends that the following conditions be attached to the CUP: 1. All review agency comments shall be complied with at all times. 2. An illustrative sketch plan, in accordance with the requirements of Article VIII of the Fredrick County Zoning Ordinance, shall be submitted to and approved by Frederick County prior to the establishment of the use. 3. A commercial entrance, including recordation of a sight distance easement, should be permitted and complete within one (1) year approval of this CUP. 4. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. 5. Events may accommodate up to and not to exceed 450 persons. 6. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) and not to exceed 10 feet (FT) in height is permitted. 7. Any expansion or modification of this use will require the approval of a new CUP. Following this public hearing, it would be appropriate for the Planning Commission to offer a recommendation concerning this application to the Board of Supervisors. Page 2 CUP #03-18, Trumpet Vine — Special Event Facility March 23, 2018 LOCATION: The subject property is generally located south of the Town of Stephens City, about 2 miles south of Route 11, on Vaucluse Road (Route 638). MAGISTERIAL DISTRICT: Back Creek PROPERTY ID NUMBER: 85-A-6C PROPERTY ZONING & PRESENT USE: Zoned: RA (Rural Areas) Land Use: Residential ADJOINING PROPERTY ZONING & PRESENT USE: North: RA (Rural Areas) South: RA (Rural Areas) East: RA (Rural Areas) West: RA (Rural Areas) Use: Vacant/Agricultural Use: Residential/Agricultural Use: Vacant/Agricultural Use: Residential/Agricultural PROPOSED USE: This is a request for a Conditional Use Permit (CUP) to enable the establishment of a special event center for weddings and other similar type events in the RA (Rural Areas) Zoning District to accommodate up to 450 persons. REVIEW EVALUATIONS: Virginia Department of Transportation: We have reviewed the above subject application received February 16, 2018 for impacts to the transportation system. Our comments are as follows: The existing Private Entrance on Vaucluse Road (Route 638) does not provide adequate sight distance to be used as a safe access for the Special Events. It appears that safe sight distance could be obtained at the existing entrance location if existing trees and vegetation are removed along the road frontage to the right and left of the entrance. The tree/vegetation removal to the left of the entrance would require permission from the adjacent property owner. A sight distance easement should be secured in order to maintain the necessary safe sight distance across the adjacent property. Other physical improvements would be required to upgrade the Private Entrance to meet minimum Commercial Entrance Standards prior to the site being used for Special Events. A engineered Commercial Entrance site plan would need to be submitted to VDOT for review and approval detailing necessary upgrades. Page 3 CUP #03-18, Trumpet Vine — Special Event Facility March 23, 2018 A VDOT Land Use Permit shall be obtained prior to any work on upgrading the entrance or removing trees/vegetation on VDOT Right -of -Way. The permit is issued by this office and will require an application fee and surety coverage. See comment email dated March 6, 2018. Frederick County Inspections: Building shall comply with The Virginia Uniform Statewide Building Code, and Section 303-A, Assembly Use Group of the Virginia Building Code/2012. Other Code that applies are the International Energy Code, ICC/ANSI A117.1-09 Accessible and Usable Building and Facilities. A Building permit is required to change the use of existing storage building to dressing room. Building shall comply with Virginia Building Code. Building shall be accessible and be located on an accessible route. Accessible Parking provided with adjacent parking at pavilion. Future construction of restrooms requires a building permit and a plumbing permit. Fixture quantities shall comply with T2901 for use and occupant load. Health Department approval for the sanitation system is required. Please note the requirements in Chapter 17 of IBC for special inspection requirements on the type of structure. (Soils, concrete etc.). See comment letter dated March 6, 2018. Winchester -Frederick County Health Department: This Health Department has reviewed the request for comments for the Conditional Use Permit for a Special Event/Venue to take place every weekend from April to the end of October at Trumpet Vine Farm, LLC, located at 266 Vaucluse Road, Stephens City, VA 22655; Tax Map #85-A-6C. This Health Department has no objections to the issuance of the Conditional Use Permit. However, the Applicant states that the facility will be equipped with a permanent bathroom facility. In order for this Health Department to issue a Permit for a permanent On -site Sewage Disposal System, Applicant must submit an application to install such a system to this office, along with appropriate fees. As this is a commercial proposal, Applicant must engage a private OSE (On -site Soil Evaluator) and/or a PE (professional engineer) to design the system that is required to accommodate the maximum number of guest estimated to attend the venue, along with an approved water source. Please address questions about any part of this correspondence to the Health Department (540) 722- 3480 for additional information. See comment letter dated February 22, 2018. Page 4 CUP #03-18, Trumpet Vine — Special Event Facility March 23, 2018 Frederick County Fire Marshall: Approve See comment letter dated February 16, 218. Planning and Zoning: This application for a Conditional Use Permit (CUP) to permit the establishment of a special event facility for private events such as weddings or other similar type events. A special event facility is a permitted use in the RA (Rural Areas) Zoning District with an approved CUP. The Zoning Ordinance defines "special event facility" as a facility or site utilized for events that are typically conducted on a single day but which may be conducted for up to three consecutive days, for which attendance is permitted only by invitation or reservation; special events include, but are not limited to, meetings, conferences, banquets, dinners, weddings and private parties. The Applicant, Trumpet Vine Farm, has been operating a special event facility for weddings and other events since 2012 under the County's annual Festival Permit process. The Applicant currently has an approved Festival Permit (approved by the Board of Supervisors on March 14, 2018), which will be superseded by this CUP application. The proposed use will take place on an existing 68-acre property, which includes a single-family detached residence, open outdoor pavilion with retractable sides, and a storage building. The subject property also includes a gravel parking area to accommodate guests/visitors. The special event center will be access via a private driveway from Vaucluse Road (Route 638). In the short term the Applicant intends to utilize the existing outdoor pavilion and allow the use of temporary tents (inspected by the Fire Marshall's office). Portable restroom facilities will also be provided for special events. In the future, the Applicant plans may also construct permanent restroom facilities and a larger enclosed space for indoor events. The property is surrounded by RA (Rural Areas) zoned property, which includes open space, agricultural uses, and single-family detached residences. The 2035 Comprehensive Polices of Frederick County (Comprehensive Plan) identifies this area of the County as "rural" and is to remain agricultural in nature and is not part of any land use study. The Board of Supervisors added "special event facilities" to the conditional use list for the County's Rural Areas Zoning District in May 2017 to support additional opportunities for agribusiness and agritourism. The proposed use is consistent with the goals and strategies expressed in the 2035 Comprehensive Plan and the surrounding properties. Page 5 CUP #03-18, Trumpet Vine — Special Event Facility March 23, 2018 STAFF CONCLUSIONS FOR THE 04/04/18 PLANNING COMMISSION MEETING: This is a request for a Conditional Use Permit (CUP) for a special event facility in the RA (Rural Areas) Zoning District. Should the Planning Commission find this application for a special event facility to be appropriate, staff recommends that the following conditions be attached to the CUP: 1. All review agency comments shall be complied with at all times. 2. An illustrative sketch plan, in accordance with the requirements of Article VIII of the Fredrick County Zoning Ordinance, shall, be submitted to and approved by Frederick County prior to the establishment of the use. 3. A commercial entrance, including recordation of a sight distance easement, should be permitted and complete within one (1) year approval of this CUP. 4. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. 5. Events may accommodate up to and not to exceed 450 persons. 6. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) and not to exceed 10 feet (FT) in height is permitted. 7. Any expansion or modification of this use will require the approval of a new CUP. Following this public hearing, it would be appropriate for the Planning Commission to offer a recommendation concerning this application to the Board of Supervisors. A W:. J v � y � Vq Uc�USFRO �r Yy�` iT � Ili f r Applications Parcels Building Footprints B1 (Neighborhood Business District) B2 (General Business District) B3 (Industrial Transition District) EM (Extractive Manufacturing District) HE (Higher Education District) M1 (Light Industrial District) M2 (Industrial General District) MH1 (Mobile Home Community District) MS (Medical Support District) OM (Office - Manufacturing Park) R4 (Residential Planned Community District) R5 (Residential Recreational Community District) RA (Rural Areas District) RP (Residential Performance District) MD r„ �o //look C a Ih t 205 VAUGLUSERD �• � 11 a CUP # 03 - 18 Note: Frederick County Dept of Trumpet Vine Farm Planning & Development PIN: 107 N Kent St e 85 - A - 6C Suite 202 Special Event Facility Winchester, VA 22601 Zoning Map 540 - 665 - 5651 Map Created: March 9, 2018 Staff: tklein 0 390 780 1,560 Feet CUP #03 - 18 Trumpet Vine Farm PIN: 85-A-6C Special Event Facility Location Map 0-4 134 NIDER LN IN 530 WCLUSE RD 388 VAUCLUSE RDt_ a C�Oos I, 301.2; VAUCLUSERD V41j, p:-f 281 VAUCLUSE RD 63d6 VALLEY., ., PIKE -41 -,'AM a W) OD CoP:t�o-?-Ig Submittal Deadline M P/C Meeting/ 1 BOS Meeting t 1 APPLICATION FOR CONDITIONAL USE PERMIT FREDERICK COUNTY, VIRGINIA 1. Applicant check one): Property Owner _ ✓� Other NAME: DeMarchi Spears ADDRESS: 266 Vaucluse Rd TELEPHONE: Home 540-868-1413 Cell 540-664-8079 2. Please list all owners, occupants, or parties in interest of the property: DeMarchi Spears 3. The property is located at: (please give exact directions and include the route number of your road or street) South of Stephens City, Va about 2 miles south on US Rt. 11 turn right on Vaucluse Road (Rt. 638) proceed about 3/10's of a mile on the right. Box 266 there is a sign that says Trumpet Vine Farm. 4. The property has a road frontage of feet and a depth of feet and consists of 68 acres. (Please be exact) 5. The property is owned by DeMarchi Spears as evidenced by deed from Betty Chumley (previous owner) recorded in deed book no. 958 on page 805 , as recorded in the records of the Clerk of the Circuit Court, County of Frederick. 0 Property Identification Number (P.I.N.) Tax Map 85-A-6C Magisterial District Back Creek Current Zoning AgriculturalF 5 • • 0 7. Adjoining Property: USE ZONING North Farmland Agriculture East Farmland Agriculture South Scrap yard West Farmland Agriculture 8. The type of use proposed is (consult with the Planning Dept. before completing): Special Event Facility / Venue 9. It is proposed that the following buildings will be constructed: 10. The following are all of the individuals, firms, or corporations owning property adjacent to both sides and rear and in front of (across street from) the property where the requested use will be conducted. (Continue on back if necessary.) These neonle will be notified by mail of this aDDlication: Name and Property Identification Number Address NameJason and Jenny McDonald 388 Vaucluse Rd Stephens City, Va 22655 Property#84-A-6D / 85-A-3 / 84—A-53D Name Richard E. Hockman 205 Vaucluse Rd. Stephens City, Va 22655 Property # 85-A-6B Name Donald E. Shanahan 301 Vaucluse Rd. Stephens City, VA. 22655 Property # 84-A-54 / 84-A-54B Name Roger Smith 1753 Quicksburg Rd Quicksburg, VA 22847 Property# 85—A-6F & 85—A-6E NameJoshua e Root 2212 Harrison St Winchester, VA 22601 Property# 85—A-6 Name Property # Name Property # 9 11. Please use this page for your sketch of the property. Show proposed and/or existing structures on the property, including measurements to all property lines. pl', Q¢, SJe� is �f'1uWtCj 12. Additional comments, if any: I (we), the undersigned, do hereby respectfully make application and petition the governing body of Frederick County, Virginia to allow the use described in this application. I understand that the sign issued to me when this application is submitted must be placed at the front property line at least seven (7) days prior to the first public hearing and maintained so as to be visible until after the Board of Supervisors' public hearing. Your application for a Conditional Use Permit authorizes any member of the Frederick County Planning Commission, Board of Supervisors or Planning and Development Department to inspect your property where the proposed use will be conducted. Signature of Applicant Signature of Owner Owners' Mailing Address Owners' Telephone No. S%l> - �(, �` - / y/3 dell S ? 0.- 6 6 1-1 - V q 72 TO BE COMPLETED BY THE ZONING ADMINISTRATOR: USE CODE: RENEWAL DATE: Owner's Residence Entrance Residence Driveway Venue Driveway t ti Event Pavilion u. Owner's Residence V Venue Driveway Trumpet Vine Farm LLC 266 Vaucluse Road, Stephens City VA. Conditional Use Permit General Overview Trumpet Vine Farm has been hosting Weddings and Events since 2012. We have applied for outdoor festival permits every year per the counties request, meeting the criteria set before us without any incidents or problems within the community. The events have been very successful in helping to continue to improve and keep the family farm operating. As outlined in our contract we offer Friday evening for decorating and if the family chooses to do the rehearsal and rehearsal dinner. The main event takes place on Saturday and if the family elects to, they can come back on Sunday morning to finish cleaning up. So for now, there is only one event per weekend. The goal is to continue this practice, however we might need to reserve the ability to do more than one event a weekend if necessary. I have also donated this area for nonprofit and fundraiser events which are generally smaller events. We have an open pavilion that has retractable sides enabling our guest to be protected from inclement weather. The pavilion along with the dressing room have been approved and inspected by Frederick County inspections department. We also have a large gravel parking area, and two satellite parking areas if needed. We are discussing plans for a permanent bathroom facility, as well as another barn or barnlike structure to enable us the ability to have more events indoors as well as adjusting for inclement weather. To date our events start in middle to late April and we usually finish our season the end of October. We do utilize outside local vendors for our restrooms, catering, and rentals as well as shuttle services for our guest to and from the hotels. This helps with keeping guests safe and minimizing on traffic on the roads. We recommend and promote the local hotels and restaurants while talking with our guest as well as with our website. In many cases we do utilize large tents for our larger weddings and events. We always have the proper inspections from the county and the Fire Marshal's office. We have a very large area that can accommodate tents of various sizes. Since we have to adjust with the size of the event, we align the proper size tent as well as the bathroom rentals. We also require event insurance as stated in our contract to our customers. Tyler Klein From: Smith, Matthew, P.E. (VDOT) <Matthew.Smith@vdot.virginia.gov> Sent: Tuesday, March 06, 2018 2:20 PM To: Tyler Klein Cc: Funkhouser, Rhonda (VDOT); Rhodes, Timothy (VDOT); Siver, Sara M. (VDOT) Subject: Conditional Use Permit for Trumpet Vine Farm Special Event Facility /Venue, 266 Vaucluse Road, Route 638 Frederick County Follow Up Flag: Follow up Flag Status: Flagged We have reviewed the above subject application received February 16, 2018 for impacts to the transportation system. Our comments are as follows: The existing Private Entrance on Vaucluse Road (Route 638) does not provide adequate sight distance to be used as a safe access for the Special Events. It appears that safe sight distance could be obtained at the existing entrance location if existing trees and vegetation are removed along the road frontage to the right and left of the entrance. The tree/vegetation removal to the left of the entrance would require permission from the adjacent property owner. A sight distance easement should be secured in order maintain the necessary safe sight distance across the adjacent property. Other physical improvements would be required to upgrade the Private Entrance to meet minimum Commercial Entrance Standards prior to the site being used for Special Events. A engineered Commercial Entrance site plan would need to be submitted to VDOT for review and approval detailing necessary upgrades. A VDOT Land Use Permit shall be obtained prior to any work on upgrading the entrance or removing trees/vegetation on VDOT Right -of -Way. The permit is issued by this office and will require an application fee and surety coverage. We appreciate the opportunity to provide comments on this Conditional Use Permit Application. If you have any questions, please do not hesitate to give me a call. Thank you, Matthew B. Smith, P.E. Area Land Use Engineer VDOT - Land Development Clarke, Frederick, Shenandoah & Warren Counties 14031 Old Valley Pike Edinburg, VA 22824 Phone # (540) 984-5615 Fax # (540) 984-5607 REQUEST FOR CONDITIONAL USE PERMIT COMMENTS Frederick County Inspections Department Mail to: Frederick County Inspections Department 107 North Kent Street, 2nd Floor Winchester, Virginia 22601 (540) 665-5650 w Hand deliver to: Frederick County Inspections Department Attn: Building Official 107 North Kent Street, 2nd Floor Winchester, Virginia Applicant: It is your responsibility to complete this form as accurately as possible in order to assist the agency with their review. Also, please attach two (2) copies of your application form, location map and all other pertinent information. Applicants Name: DeMarchi Spears Mailing Address: 266 Vaucluse Rd Stephens City, VA 22655 Name of development and/or description of the request: Trumpet Vine Farm Telephone: 540-868-1413 / 540-664-8079 RECEIVED FEB 15 2019 Frederick County Public Works & Inspections Special Event / Venue Location of Property: Approximately 2 miles South of Stephens City, Va. on route 11, right onto Vaucluse Rd (Rt.638). Go about 3 /10ths of a mile on right. Box 266 Look for sign Trumpet Vine Farm Building Official's Signature & Date: Notice to Inspections Department - Please Return This Form to the Applicant 12 C� J • Buildings shall comply with The Virginia Uniform Statewide Building Code, and Section 303 - A,Assembly Use Group of the Virginia Building Code/2012.Other Code that applies are the International Energy Code, ICC/ANSI A117.1-09 Accessible and Usable Buildings and Facilities. A Building permit is required to change the use of existing storage building to dressing room. Building shall comply with Virginia Building Code. Building shall be accessible and be located on an accessible route. Accessible Parking provided with adjacent parking at pavilion Future construction of restrooms requires a building permit and a plumbing permit. Fixture quantities shall comply with T2901 for use and occupant load. Health Department approval for the sanitation system is required Please note the requirements in Chapter 17 of IBC for special inspection requirements on the type of structure. (Soils, concrete etc..). S:\Site Plan comments\2012\Assem CUP Event Trumpet Vine .doc w _ Lord Fairfax Health District TOR D Frederick / Winchester Environmental Health FAIRFAX 107 North Kent Street -Suite # 201 Winchester, Virginia 22601 HEALTH DISTRICT Tel. (540) 722-3480 - Fax (540) 722-3479 www.vdh.vir ig nia•gov February 22, 2018 Agency Comments: VIRGINIA DEPARTMENT VIDHOF HEALTH Protecting You and Your Environment This Health Department has reviewed the request for comments for the Conditional Use Permit for a Special Event/Venue to take place every weekend from April to the end of October at Trumpet Vine Farm, LLC, located at 266 Vaucluse Rd., Stephens City, VA 22655• Tax Map #: 85-A-6C. This Health Department has no objections to the issuance of the Conditional Use Permit. However, the applicant states that the facility will be equipped with a permanent bathroom facility. In order for this Health Department to issue a Permit for a permanent On -site Sewage Disposal System, applicant must submit an application.to install such a system to this office, alongwppropriate fees. As this is a commercial proposal applicant must engage a private OSE (On -site Soil Evaluator) and/or a PE (professional engineer) to design the system that is required to accommodate the maximum number of guests estimated to attend the venue, along with an approved water source. Please address questions about any part of this correspondence to this Health Department(540) 722-3480 for additional information. j, _ Agency Signature: Date: Title: NOTICE TO AGENCY —PLEASE RETURN THIS FO TO THE APPLICANT) REQUEST FOR CONDITIONAL USE PERMIT COMMENTS Frederick County Fire Marshal Mail to: Frederick County Fire Marshal 1800 Coverstone Drive Winchester, Virginia 22602 (540) 665-6350 Hand deliver to: Frederick County Fire & Rescue Dept. Attn: Fire Marshal Public Safety Building 1800 Coverstone Drive Winchester, Virginia r— Applicant: It is your responsibility to complete this form as accurately as possible in order to assist the agency with their review. Also, please attach two (2) copies of your application form, location map and all other pertinent information. Applicant's Name: DeMarchi spears Telephone: 540-868-1413 / 540-664-8079 Mailing Address: 266 Vaucluse Rd Stephens City, VA 22655 Name of development and/or description of the request: Trumpet Vine Farm Special Event / Venue Location of Property. - Approximately 2 miles South of Stephens City, Va. on route 11, right onto Vaucluse Rd (Rt.638). Go about 3 /101hs of a mile on right. Box 266 look for sign Trumpet Vine Farm Fire Marshal's Comments: Fire Marshal's Signature & Date: Notice to Fire Marshal - Please Return This Form to the Applicant 11 RECEIVED FEB 1 5 2018 Ft-ederick County Department of Fire and Rescue Office of the Fire Marshal 1080 Coverstone Drive Winchester, VA 22602. (540) 665-6350 Fax: (540) 6M4739 Ema& fmogfcva.vs Plan Review & Comments Date Received 2/15/2018 Plan/Permit Type Name Trumpet Vine Farm Address 266 Vaucluse RD Project Name Applicant Name & Number RE# Permit Number Emergency Vehicle Access: Hydrant Location: Siamese Location: Fire Lanes Required: Plan Approval Status Comments Signature: Reviewed By: Kenneth Scott, Jr. Conditional Use Permit 02-15.18 Stephens City Special Event Venue DeMarchi Spears 540-868-1413 Adequate Inadequate N/A Adequate Inadequate N/A Adequate Inadequate N/A Yes No N/A Approve Date Reviewed 2/16/2018 VA 22655 ORDINANCE Action: PLANNING COMMISSION: April 4, 2018 Public Hearing Held, Recommended Approval BOARD OF SUPERVISORS: April l 1, 2018 Adopted ORDINANCE CONDITIONAL USE PERMIT #03-18 TRUMPET VINE FARMS SPECIAL EVENT FACILITY WHEREAS, Conditional Use Permit #03-18 for a Special Event Facility, submitted by Trumpet Vine Farms was considered. The subject property is generally located south of the Town of Stephens City, about 2 miles south of Route 11, on Vaucluse Road (Route 638) and is frirther identified with Property Identification Number 85=A-6C, in the Back Creek Magisterial District; and WHEREAS, the Frederick County Planning Commission held a public hearing on the Conditional Use Permit on April 4, 2018 and recommended approval of the Conditional Use Permit with conditions; and, WHEREAS, the Frederick County Board of Supervisors held a public hearing on this Conditional Use Permit during their regular meeting on April 11, 2018; and, WHEREAS, the Frederick County Board of Supervisors finds the approval of this Conditional Use Permit to be in the best interest of the public health, safety, welfare, and in conformance with the Comprehensive Policy Plan; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 of the Frederick County Code, Zoning, is amended to revise the zoning map to reflect that Conditional Use Permit Application #03-18 for a Special Event Facility on the parcel identified by Property Identification Number 85-A-6C with the following conditions: 1. All review agency comments shall be complied with at all times. 2. An illustrative sketch plan, in accordance with the requirements of Article VIII of the Fredrick County Zoning Ordinance, shall be submitted to and approved by Frederick County prior to the establishment of the use. PDRes #11-18 1 • 0 3. A commercial entrance, including recordation of a sight distance easement, shall be permitted and complete within one (1) year approval of this CUP. 4. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. 5. Events may accommodate up to and not to exceed 450 persons. 6. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) and not to exceed 10 feet (FT) in height is permitted. 7. Any expansion or modification of this use will require the approval of a new CUP. Passed this 1 lth day of April 2018 by the following recorded vote: Charles S. DeHaven, Jr., Chairman Aye Gary A. Lofton Aye J. Douglas McCarthy Aye Judith McCann -Slaughter Aye Shannon G. Trout Aye Blaine P. Dunn Aye Robert W. Wells Aye A COPY ATTEST Kris . Tiern Frederick County Administrator PDRes #11-18 MS Res. #078=18 2 COUNTY of FREDERICK Department of Planning and Development 540/ 665-5651 Fax: 540/ 665-6395 April 12, 2018 DeMarchi Spears 266 Vaucluse Road Stephens City, VA 22655 Re: CUP #03-18 Property Identification Number 85-A-6C Dear Mr. Spears: This letter is to confirin action taken by the Frederick County Board of Supervisors at their meeting on April 11, 2018. Conditional Use Permit #03-18 was approved for a special even facility. Further conditions associated with the approval of the Conditional Use Pen -nit include the following: 1. All review agency comments shall be complied with at all times. 2. An illustrative sketch plan, in accordance with the requirements of Article VIII of the Fredrick County Zoning Ordinance, shall be submitted to and approved by Frederick County prior to the establishment of the use. 3.. A commercial entrance, including recordation of a sight distance .easement, should be permitted and complete within one (1) year approval of this CUP. 4. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. 5. Events may accommodate up to and not to exceed 450 persons. 6. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) and not to exceed 10 feet (FT) in height is permitted. 7. Any expansion or modification of this use will require the approval of a new CUP. If you have any questions regarding this action, please feel free to call this office. Sincerely,�.� M. Tyler Klein, AICP Planner MTK/pd cc: Gary A. Lofton, Back Creek Board of Supervisor J. Rhodes Marston and Greg L. Unger, Back Creek Planning Commissioners Jane Anderson Commissioner of Revenue Inspection Department 107 North Kent Street, Suite 202 • Winchester, Virginia 22601=5000 0 0 Pam Deeter To: Gary Lofton; Greg Unger; Rhodes Marston Subject: CUP #03-18 DeMarchi spears Approval Attachments: SPlanning K18041209400.pdf Good morning, Please find attached an approval letter from Mr. Klein for the CUP #03-18 DeMarch Spears. If you have any questions, please contact Mr. Klein. Pam Deeter Planning and Development 107 N. Kent Street, Suite 202 Winchester, VA 22601 (540) 665-5651 • 0 Pam Deeter- From: Microsoft Outlook To: Gary Lofton Sent: Thursday, April 12, 2018 9:40 AM Subject: Delivered: CUP #03-18 DeMarchi spears Approval Your message has been delivered to the following recipients: Gary Lofton (glofton aWcva.us) Subject: CUP #03-18 DeMarchi spears Approval EA CUP 403 18 DeMarchi spears... i 0 Pam Deeter From: Microsoft Outlook To: Rhodes Marston Sent: Thursday, April 12, 2018 9:40 AM Subject: Relayed: CUP #03-18 DeMarchi spears Approval Delivery to these recipients or groups is complete, but no delivery notification was sent by the destination server: Rhodes Marston (jrmmarstonC@gmail.com) Subject: CUP #03-18 DeMarchi spears Approval Pam Deeter From: Microsoft Outlook To: Greg Unger Sent: Thursday, April 12, 2018 9:40 AM Subject: Relayed: CUP #03-18 DeMarchi spears Approval Delivery to these recipients or groups is complete, but no delivery notification was sent by the destination server: Greg Unger (greglunger(&vahoo.com) Subject: CUP #03-18 DeMarchi spears Approval CONDITIONAL USE PERMIT #03-18 coG� Trumpet Vine Farms - Special Event Facility Ww Staff Report for the Board of Supervisors w , Prepared: April 5, 2018 Staff Contact: M. Tyler Klein, AICP, Planner This report is prepared by the Frederick County Planning Staff to provide information to the Planning Commission and the Board of Supervisors to assist them in making a decision on this request. It may also be useful to others interested in this zoning matter. Reviewed Action Planning Commission: 04/04/18 Recommended Approval Board of Supervisors: 04/11/18 Pending EXECUTIVE SUMMARY & CONCLUSION FOR THE 04/11/18 BOARD OF SUPERVISORS MEETING: This is a request for a Conditional Use Permit (CUP) for a special event facility in the RA (Rural Areas) Zoning District. Should the Board of Supervisors find this application for a special event facility to be appropriate, the Planning Commission recommends that the following conditions be attached to the CUP: 1. All review agency comments shall be complied with at all times. 2. An illustrative sketch plan, in accordance with the requirements of Article VIII of the Fredrick County Zoning Ordinance, shall be submitted to and approved by Frederick County prior to the establishment of the use. 3. A commercial entrance, including recordation of a sight distance easement, should be permitted and complete within one (1) year approval of this CUP. 4. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. 5. Events may accommodate up to and not to exceed 450 persons. 6. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) and not to exceed 10 feet (FT) in height is permitted. 7. Any expansion or modification of this use will require the approval of a new CUP. Following this public hearing, a decision regarding this Conditional Use Permit application by the Board of Supervisors would be appropriate. The Applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. Page 2 CUP #03-18, Trumpet Vine — Special Event Facility April 5, 2018 LOCATION: The subject property is generally located south of the Town of Stephens City, about 2 miles south of Route 11, on Vaucluse Road (Route 638). MAGISTERIAL DISTRICT: Back Creek PROPERTY ID NUMBER: 85-A-6C PROPERTY ZONING & PRESENT USE: Zoned: RA (Rural Areas) Land Use: Residential ADJOINING PROPERTY ZONING & PRESENT USE: North: RA (Rural'Areas) South: RA (Rural Areas) East: RA (Rural Areas) West: RA (Rural Areas) Use: Vacant/Agricultural Use: Residential/Agricultural Use: Vacant/Agricultural Use: Residential/Agricultural PROPOSED USE: This is a request for a Conditional Use Permit (CUP) to enable the establishment of a special event center for weddings and other similar type events in the RA (Rural Areas) Zoning District to accommodate up to 450 persons. REVIEW EVALUATIONS: Virginia Department of Transportation: We have reviewed the above subject application received February 16, 2018 for impacts to the transportation system. Our comments are as follows: The existing Private Entrance on Vaucluse Road (Route 638) does not provide adequate sight distance to be used as a safe access for the Special Events. It appears that safe sight distance could be obtained at the existing entrance location if existing trees and vegetation are removed along the road frontage to the right and left of the entrance. The tree/vegetation removal to the left of the entrance would require permission from the adjacent property owner. A sight distance easement should be secured in order to maintain the necessary safe sight distance across the adjacent property. Other physical improvements would be required to upgrade the Private Entrance to meet minimum Commercial Entrance Standards prior to the site being used for Special Events. An engineered Commercial Entrance site plan would need to be submitted to VDOT for review and approval detailing necessary upgrades. Page 3 CUP #03-18, Trumpet Vine — Special Event Facility April 5, 2018 A VDOT Land Use Permit shall be obtained prior to any work on upgrading the entrance or removing trees/vegetation on VDOT Right -of -Way. The permit is issued by this office and will require an application fee and surety coverage. See comment email dated March 6, 2018. Frederick County Inspections: Building shall comply with The Virginia Uniform Statewide Building Code, and Section 303-A, Assembly Use Group of the Virginia Building Code/2012. Other Code that applies are the International Energy Code, ICC/ANSI A117.1-09 Accessible and Usable Building and Facilities. A Building permit is required to change the use of existing storage building to dressing room. Building shall comply with Virginia Building Code. Building shall be accessible and be located on an accessible route. Accessible Parking provided with adjacent parking at pavilion. Future construction of restrooms requires a building permit and a plumbing permit. Fixture quantities shall comply with T2901 for use and occupant load. Health Department approval for the sanitation system is required. Please note the requirements in Chapter 17 of IBC for special inspection requirements on the type of structure. (Soils, concrete etc..). See comment letter dated March 6, 2018. Winchester -Frederick County Health Department: This Health Department has reviewed the request for comments for the Conditional Use Permit for a Special Event/Venue to take place every weekend from April to the end of October at Trumpet Vine Farm, LLC, located at 266 Vaucluse Road, Stephens City, VA 22655; Tax Map #85-A-6C. This Health Department has no objections to the issuance of the Conditional Use Permit. However, the Applicant states that the facility will be equipped with a permanent bathroom facility. In order for this Health Department to issue a Permit for a permanent On -site Sewage Disposal System, Applicant must submit an application to install such a system to this office, along with appropriate fees. As this is a commercial proposal, Applicant must engage a private OSE (On -site Soil Evaluator) and/or a PE (professional engineer) to design the system that is required to accommodate the maximum number of guest estimated to attend the venue, along with an approved water source. Please address questions about any part of this correspondence to the Health Department (540) 722- 3480 for additional information. See comment letter dated February 22, 2018. Page 4 CUP #03-18, Trumpet Vine — Special Event Facility April 5, 2018 Frederick County Fire Marshall: Approve See comment letter dated February 16, 2018. Planning and Zoning: This application for a Conditional Use Permit (CUP) to permit the establishment of a special event facility for private events such as weddings or other similar type events. A special event facility is a permitted use in the RA (Rural Areas) Zoning District with an approved CUP. The Zoning Ordinance defines "special event facility" as a facility or site utilized for. events that are typically conducted on a single day but which may be conducted for up to three consecutive days, for which attendance is permitted only by invitation or reservation; special events include, but are not limited to, meetings, conferences, banquets, dinners, weddings and private parties. The Applicant, Trumpet Vine Farm, has been operating a special event facility for weddings and other events since 2012 under the County's annual Festival Permit process. The Applicant currently has an approved Festival Permit (approved by the Board of Supervisors on March 14, 2018), which will be superseded by this CUP application. The proposed use will take place on an existing 68-acre property, which includes a single-family detached residence, open outdoor pavilion with retractable sides, and a storage building. The subject property also includes a gravel parking area to accommodate guests/visitors. The special event center will be access via a private driveway from Vaucluse Road (Route 638). In the short term the Applicant intends to utilize the existing outdoor pavilion and allow the use of temporary tents (inspected by the Fire Marshall's office). Portable restroom facilities will also be provided for special events. In the future, the Applicant plans may also construct permanent restroom facilities and a larger enclosed space for indoor events. The property is surrounded by RA (Rural Areas) zoned property, which includes open space, agricultural uses, and single-family detached residences. The '2035 Comprehensive Policy Plan of Frederick County (Comprehensive Plan) identifies this area of the County as "rural" and is to remain agricultural in nature and is not part of any land use study. The Board of Supervisors added "special event facilities" to the conditional use list for the County's Rural Areas Zoning District in May 2017 to support additional opportunities for agribusiness and agritourism. The proposed use is consistent with the goals and strategies expressed in the 2035 Comprehensive Plan and the surrounding properties. STAFF CONCLUSIONS FOR THE 04/04/18 PLANNING COMMISSION MEETING: This is a request for a Conditional Use Permit (CUP) for a special event facility in the RA (Rural Areas) Zoning District. Should the Planning Commission find this application for a special event facility to be appropriate, Staff recommends that the following conditions be attached to the CUP: Page 5 CUP #03-18, Trumpet Vine — Special Event Facility April 5, 2018 1. All review agency comments shall be complied with at all times. 2. An illustrative sketch plan, in accordance with the requirements of Article VIII of the Fredrick County Zoning Ordinance, shall be submitted to and approved by Frederick County prior to the establishment of the use. 3. A commercial entrance, including recordation of a sight distance easement, should be permitted and complete within one (1) year approval of this CUP. 4. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. 5. Events may accommodate up to and not to exceed 450 persons. 6. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) and not to exceed 10 feet (FT) in height is permitted. 7. Any expansion or modification of this use will require the approval of a new CUP. PLANNING COMMISSION SUMMARY AND ACTION FOR THE 04/04/18 MEETING: The Planning Commission held a public hearing on the proposed CUP on April 4, 2018. Planning Staff provided an overview of the proposed use, noting the Applicant had satisfied all of the County requirements. Staff added that the Applicant has been operating this special event facility under the County's Festival Permit process since 2012 and has an approved festival permit for the 2018 season. The Planning Commission asked Staff to clarify comments made from VDOT regarding the need for a commercial entrance, and comments from the Health Department of the need for a drainfield. Staff noted the comment from VDOT was to apply for a commercial entrance permit and improve the sight distance in either direction from the driveway. Staff continued that the Applicant has already removed some of the vegetation to improve visibility left and right and had already reached out to VDOT Staff about what would need to be done for his entrance, and/or if there was another standard that could be applied given his driveway was gravel as is Vaucluse Road. Staff further clarified that for the Health Department comments, the Applicant intended to continue to use portable restroom facilities, which would be screened from view satisfying the supplemental use regulations outlined in the Zoning Ordinance. Staff stated that in the future if the Applicant wanted to construct permanent restroom facilities, he would need to comply with the Health Department standards. The Applicant; DeMarchi Spears, also spoke reaffirming his request for a special event facility Page 6 CUP #03-18, Trumpet Vine — Special Event Facility April 5, 2018 and that he intended to comply with the VDOT requirement for a commercial entrance to whatever standard would satisfy their comments within the one (1) year time frame stipulated in the Conditions of Approval. No members of the public spoke during the public hearing portion of the meeting. The Planning Commission voted 11-0-2 (Commissioners Thomas & Triplett absent) to forward the item to the Board of Supervisors with a recommendation of approval. CONCLUSION FOR THE 04/11/18 BOARD OF SUPERVISORS MEETING: This is a request for a Conditional Use Permit (CUP) for a special event facility in the RA (Rural Areas) Zoning District. Should the Board of Supervisors find this application for a special event facility to be appropriate, the Planning Commission recommends that the following conditions be attached to the CUP: 1. All review agency comments shall be complied with at all times. 2. An illustrative sketch plan, in accordance with the requirements of Article VIII of the Fredrick County Zoning Ordinance, shall be submitted to and approved by Frederick County prior to the establishment of the use. 3. A commercial entrance, including recordation of a sight distance easement, should be permitted and.complete within one (1) year approval of this CUP. 4. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. 5. Events may accommodate up to and not to exceed 450 persons. 6. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) and not to exceed 10 feet (FT) in height is permitted. 7. Any expansion or modification of this use will require the approval of a new CUP. Following this public hearing, a decision regarding this Conditional Use Permit application by the Board of Supervisors would be appropriate. The Applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. mi tugnc inauscnai uisrncq M2 (Industrial General District) MH1 (Mobile Home Community District) MS (Medical Support District) OM (Office - Manufacturing Park) R4 (Residential Planned Community District) R5 (Residential Recreational Community District) RA (Rural Areas District) RP (Residential Performance District) CUP #03-18 Trumpet Vine Farm PIN: 85-A-6C Special Event Facility Zoning Map Note: Frederick County Dept of Planning Development IN 107 Kent St Suite 202 Winchester, VA 22601 540 - 665 - 5651 Map Created: March 9, 2018 Staff: tklein 0 390 780 1,560 Feet CUP # 03 - 18 Trumpet Vine Farm PIN: 85 -A - 6C Special Event Facility Location Map 134 NIDER LN 530 -LUSE RD 44 w 388 VAUCLUSE RD, 16_3 044r'114 VAUCLUS ;-VAUCLUSE ED '28 1. 6VAUCLUSE RD UCU S �ER D 6460 VALLEY PIK-E 6470 VALLEY 1,>4864 ',[LEY, 6380 f'J VALLEY PIKE 51AW/jAl W-AW • 7. Adjoining Property: North East South West USE ZONING Farmland Agriculture Farmland Agriculture Scrap yard Farmland Agriculture 8. The type of use proposed is (consult with the Planning Dept. before completing): Special Event Facility / Venue 9. It is proposed that the following buildings will be constructed: 10. The following are all of the individuals, firms, or corporations owning property adjacent to both sides and rear and in front of (across street from) the property where the requested use will be conducted. (Continue on back if necessary.) These people will be notified by mail of this application: Name and Property Identification Number Address NameJason and Jenny McDonaid 388 Vaucluse Rd Stephens City, Va 22655 Property#84-A-6D / 85-A-3 / 84-A-53D Name Richard E. Hockman 205 Vaucluse Rd. Stephens City, Va 22655 Property#85-A-6B Name Donald E. Shanahan 301 Vaucluse Rd. Stephens City, VA. 22655 Property# 84-A-54 / 84-A-54B Name Roger Smith 1753 Quicksburg Rd Quicksburg, VA 22847 Property# 85-A-6F & 85-A-6E Name Joshua Dale Rot 2212 Harrison St Winchester, VA 22601 rwop-erty# 85--A-6 G Name Property # Name Property # 0 11 Please use this page for your sketch of the property. Show proposed and/or existing structures on the property, including measurements to all property lines. Vaucluse Road Entrance Property Line ro Owner's Residence Residence Driveway r A r Venue Driveway Event Pavilion McDonald Farmland Event 1 A Entrance Property Line ro Owner's Residence Residence Driveway r A r Venue Driveway Event Pavilion McDonald Farmland Event 1 A Submittal Deadline 1 j P/C Meeting I 1 '1-' !� BOS Meeting APPLICATION FOR CONDITIONAL USE PERMIT FREDERICK COU-INTIP', VIRGINI A 1. Applicant (check one): Property Owner n OtherF_ NAME: DeMarchi Spears ADDRESS: 266 Vaucluse Rd TELEPHONE: Home 540-868-1413 Cell 540-664-8079 2. Please list all owners, occupants, or parties in interest of the property: DeMarchi Spears 3. The property is located at: (please give exact directions and include the route number of your road or street) South of Stephens City, Va about 2 miles south on US Rt. 11 turn right on Vaucluse Road (Rt. 638) proceed about 3/10's of a mile on the right. Box 266 there is a sign that says Trumpet Vine Farm. 4. The property has a road frontage of feet and a depth of feet and consists of 68 acres. (Please be exact) 5. The property is owned by DeMarchi Spears as evidenced by deed from Betty Chumley (previous owner) recorded in deed book no. 958 on page 805 , as recorded in the records of the Clerk of the Circuit Court, County of Frederick. G1 Property Identification Number (P.I.N Magisterial District Back Creek Current Zoning AgriculturalF Tax Map 85-A-6C A Owner's Residence Venue Driveway 7 S' _..A ; ` - Main Venue Area ` • • 12. Additional comments, if any: I (we), the undersigned, do hereby respectfully make application and petition the governing body of Frederick County, Virginia to allow the use described in this application. I understand that the sign issued to me when this application is submitted must be placed at the front property line at least seven (7) days prior to the first public hearing and maintained so as to be visible until after the Board of Supervisors' public hearing. Your application for a Conditional Use Permit authorizes any member of the Frederick County Planning Commission, Board of Supervisors or Planning and Development Department to inspect your property where the proposed use will be conducted. Signature of Applicant Signature of Owner Z�Mk,, ;�Z Owners' Mailing Address ?�• L�� &isL22LSS� Owners' Telephone No. 3-yU L f - /Y/3 1`e 1l .3Y 0-- E E c1- SrC ,7i TO BE COMPLETED BY THE ZONING ADMINISTRATOR: USE CODE: RENEWAL DATE: 0 0 Trumpet Vine Farm LLC 266 Vaucluse Road, Stephens City VA. Conditional Use Permit General Overview Trumpet Vine Farm has been hosting Weddings and Events since 2012. We have applied for outdoor festival permits every year per the counties request, meeting the criteria set before us without any incidents or problems within the community. The events have been very successful in helping to continue to improve and keep the family farm operating. As outlined in our contract we offer Friday evening for decorating and if the family chooses to do the rehearsal and rehearsal dinner. The main event takes place on Saturday and if the family elects to, they can come back on Sunday morning to finish cleaning up. So for now, there is only one event per weekend. The goal is to continue this practice, however we might need to reserve the ability to do more than one event a weekend if necessary. I have also donated this area for nonprofit and fundraiser events which are generally smaller events. We have an open pavilion that has retractable sides enabling our guest to be protected from inclement weather. The pavilion along with the dressing room have been approved and inspected by Frederick County inspections department. We also have a large gravel parking area, and two satellite parking areas if needed. We are discussing plans for a permanent bathroom facility, as well as another barn or barnlike structure to enable us the ability to have more events indoors as well as adjusting for inclement weather. To date our events start in middle to late April and we usually finish our season the end of October. We do utilize outside local vendors for our restrooms, catering, and rentals as well as shuttle services for our guest to and from the hotels. This helps with keeping guests safe and minimizing on traffic on the roads. We recommend and promote the local hotels and restaurants while talking with our guest as well as with our website. In many cases we do utilize large tents for our larger weddings and events. We always have the proper inspections from the county and the Fire Marshal's office. We have a very large area that can accommodate tents of various sizes. Since we have to adjust with the size of the event, we align the proper size tent as well as the bathroom rentals. We also require event insurance as stated in our contract to our customers. 0 • Tyler Klein From: Smith, Matthew, P.E. (VDOT) <Matthew_Smith@vdot.virginia.gov> Sent: Tuesday, March 06, 2018 2:20 PM To: Tyler Klein Cc: Funkhouser, Rhonda (VDOT); Rhodes, Timothy (VDOT); Siver, Sara M. (VDOT) Subject: Conditional Use Permit for Trumpet Vine Farm Special Event Facility Nenue, 266 Vaucluse Road, Route 638 Frederick County Follow Up Flag: Follow up Flag Status: Flagged We have reviewed the above subject application received February 16, 2018 for impacts to the transportation system. Our comments are as follows: The existing Private Entrance on Vaucluse Road (Route 638) does not provide adequate sight distance to be used as a safe access for the Special Events. It appears that safe sight distance could be obtained at the existing entrance location if existing trees and vegetation are removed along the road frontage to the right and left of the entrance. The tree/vegetation removal to the left of the entrance would require pennission from the adjacent property owner. A sight distance easement should be secured in order maintain the necessary safe sight distance across the adjacent property. Other physical improvements would be required to upgrade the Private Entrance to meet minimum Commercial Entrance Standards prior to the site being used for Special Events. A engineered Commercial Entrance site plan would need to be submitted to VDOT for review and approval detailing necessary upgrades. A VDOT Land Use Permit shall be obtained prior to any work on upgrading the entrance or removing trees/vegetation on VDOT Right -of -Way. The permit is issued by this office and will require an application fee and surety coverage. We appreciate the opportunity to provide comments on this Conditional Use Permit Application. If you have any questions, please do not hesitate to give me a call. Thank you, Matthew B. Smith, P.E. Area Land 11ve Engineer VDOT - Land Development Clarke, Frederick, Shenandoah & Warren Counties 14031 Old Valley Pike Edinburg, VA 22824 Phone # (540) 984-5615 Fax # (540) 984-5607 3)�-11-�-(jvy REQUEST FOR CONDITIONAL USE PERMIT COMMENTS Frederick County Inspections Department Mail to: Frederick County Inspections Department 107 North Kent Street, 2nd Floor Winchester, Virginia 22601 (540) 665-5650 Hand deliver to: Frederick County Inspections Department Attn: Building Official 107 North Kent Street, 2nd Floor Winchester, Virginia Applicant: It is your responsibility to complete this form as accurately as possible in order to assist the agency with their review- Also, please attach two (2) copies of your application form, location map and all other pertinent information. Applicant's Name: DeMarchi Spears Mailing Address: 266 Vaucluse Rd Stephens City, VA 22655 Name of development and/or description of the request: Trumpet Vine Farm Special Event / Venue Telephone: 540-868-1413 / 540-664-8079 DECEIVED FEB 15 70181 Frederick County Publ,c Works & Inspections Location of Property: Approximately 2 miles South of Stephens City, Va. on route 11, right onto Vaucluse Rd (Rt.638). Go about 3 /10ths of a mile on right. Box 266 Look for sign Trumpet Vine Farm Building Official's Comments: Building Official's Signature & Date: 8 Notice to Inspections Department - Please .Return This Form to the Applicant 12 0 Buildings shall comply with The Virginia Uniform Statewide Building Code, and Section 303 - A,Assembly Use Group of the Virginia Building Code/2012.Other Code that applies are the International Energy Code, ICC/ANSI Al 17.1-09 Accessible and Usable Buildings and Facilities. A Building permit is required to change the use of existing storage building to dressing room. Building shall comply with Virginia Building Code. Building shall be accessible and be located on an accessible route. Accessible Parking provided with adjacent parking at pavilion Future construction of restrooms requires a building permit and a plumbing permit. Fixture quantities shall comply with T2901 for use and occupant load. Health Department approval for the sanitation system is required Please note the requirements in Chapter 17 of IBC for special inspection requirements on the type of structure. (Soils, concrete etc..). S:1Site Plan comments120121Assem CUP Event Trumpet Vine .doc • 0 Lord Fairfax Health District LORD Frederick / Winchester Environmental Health VIDHOF VIRGINIA iJAI107 North Kent Street - Suite # 201 DEPARTMENT FAIRFA�X Winchester, Virginia 22601 HEALTH HEALTH DISTRICT Tel. (540) 722-34 80 — Fax (5110) 722-3479 Protecting You and Your Environment www.vdh.virginia.gov February 22, 2018 Agency Comments: This Health Department has reviewed the request for comments for- the Conditional Use Permit for a Special Event/Venue to take place every weekend from April to the end of October at Trumpet Vine Farm, LLC, located at 266 Vaucluse Rd., Stephens City, VA 22655, Tax Map #: 85-A-6C. This Health Department has no objections to the issuance of the Conditional Use Permit. However, the applicant states that the facility.will be equipped with a permanent bathroom facility. In order for this Health Department to issue a Permit for a permanent On -site Sewage Disposal System, applicant must submit an application to install such a system to this office, along with appropriate fees. As this is a commercial proposal, applicant must enga .eg_a private OSE (On -site Soil Evaluator) and/or a PE (professional engineer) to design the system that is required to accommodate the maximum number of guests estimated to attend the venue, along with an approved water source. Please address questions about any part of this correspondence to this Health Department (540) 722-3480 for additional information. Agency Signature: �;� 4l�-�Qr� �'� ,�,,, ��,,,Date: -^ r- Title: NOTICE TO AGENCY —PLEASE RETURN THIS FORM TO THE APPLICANT) • • REQUEST FOR CONDITIONAL USE PERMIT COMMENTS Frederick County Fire Marshal Mail to: Hand deliver to: Frederick County Fire Marshal Frederick County Fire & Rescue Dcpt. 1800 Coverstone Drive Attn: Fire Marshal Winchester, Virginia 22602 Public Safety Building (540) 665-6350 1800 Coverstone Drix e Winchester, Virginia Applicant: It is your responsibility to complete this form as accurately as possible in order to assist the agency with their review. Also, please attach two (2) copies of your application form, location map and all other pertinent information. Applicant's Name: DeMarchi Spears Mailing Address. 266 Vaucluse Rd Stephens City, VA 22655 Name of development and/or description of the request: Trumpet Vine Farm Special Event / Venue Telephone: 54 0-868-14131 540-664-8079 Location of Property: Approximately 2 miles South of Stephens City, Va, on rcute 11, right onto Vaucluse Rd (Rt.638). Go about 3 /10ths of a mile on right. Box 266 Look for sign Trumpet Vine Farm Fire Marshal's Comments: S -Q� jlqwckc�� �,r Fire Marshal's Signature & Date: - -q It le Notice to Fire Marshal - Please Return This Form to the Applicant If RECEIVED FEB 15 2018 • Frederick Couni<y Department of Fi e and Rescue Orifice cif" the Fire Marshal 1080 Coverstone Drive Winchester, VA 22602 (540) 665-6350 FAx: (.5'40) 678-4739 E-mail, Fhjo0fcvaxs Plan Review & C,4ovrjment Date Received 2/15/2018 Plan/Permit Type Name Trumpet Vine Farm Address 266 Vaucluse RD Project Name Applicant Name & Number RE# Permit Number Emergency Vehicle Access Hydrant Location: Siamese Location: Fire Lanes Required: Plan Approval Status Comments Conditional Use Permit 02-15.16 Stephens City Special Event Venue DeMarchl Spears 540-868-1413 Adequate Inadequate N/A Adequate Inadequate NIA Adequate Inadequate N/A Yes No N/A Approve Signature: Reviewed By: Kenneth Scott, Jr. Title I-- S42— ell ' �.� Date Reviewed 2/16/2018 VA 22655 U • Action: ORDINANCE PLANNING COMMISSION: April 4, 2018 Public Hearing Held, Recommended Approval BOARD OF SUPERVISORS: April 11, 2018 ORDINANCE CONDITIONAL USE PERMIT #03-18 TRUMPT VINE FARMS SPECIAL EVENT FACILITY WHEREAS, Conditional Use Permit #03-18 for a Special Event Facility, submitted by Trumpet Vine Farms was considered. The subject property is generally located south of the Town of Stephens City, about 2 miles south of Route 11, on Vaucluse Road (Route 638) and is further identified with Property Identification Number 85-A-6C, in the Back Creek Magisterial District; and WHEREAS, the Frederick County Planning Commission held a public hearing on the Conditional Use Permit on April 4, 2018 and recommended approval of the Conditional Use Permit with conditions; and, WHEREAS, the Frederick County Board of Supervisors held a public hearing on this Conditional Use Permit during their regular meeting on April 11, 2018; and, WHEREAS, the Frederick County Board of Supervisors finds the approval of this Conditional Use Permit to be in the best interest of the public health, safety, welfare, and in conformance with the Comprehensive Policy Plan; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 of the Frederick County Code, Zoning, is amended to revise the zoning map to reflect that.Conditional Use Permit Application #03-18 for a Special Event Facility on the parcel identified by Property Identification Number 85-A-6C with the following conditions: 1. All review agency comments shall be complied with at all times. 2. An illustrative sketch plan, in accordance with the requirements of Article VIII of the Fredrick County Zoning Ordinance, shall be submitted to and approved by Frederick County prior to the establishment of the use. PDRes #11-18 i i 3. A commercial entrance, including recordation of a sight distance easement, should be permitted and complete within one (1) year approval of this CUP. 4. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. 5. Events may accommodate up to and not to exceed 450 persons. 6. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) and not to exceed 10 feet (FT) in height is permitted. 7. Any expansion or modification of this use will require the approval of a new CUP. Passed this 11th day of April 2018 by the following recorded vote: Charles S. DeHaven, Jr., Chairman Gary A. Lofton J. Douglas McCarthy Judith McCann -Slaughter Shannon G. Trout Blaine P. Dunn Robert W. Wells A COPY ATTEST Kris C. Tierney Frederick County Administrator PDRes #11-18 2 COUNTY of FREDERICK Department of Planning and Development 540/ 665-5651 NOTIFICATION OF PUBLIC HEARING March 21, 2018 Fax: 540/ 665-6395 TO: THE APPLICANT(S) AND/OR ADJOINING PROPERTY OWNERS(S) RE: CONDITIONAL USE PERMIT APPLICATION #03-18 FOR TRUMPET VINE FARM, LLC. On behalf of the Frederick County Planning Commission, you are hereby notified of a public hearing being held on Wednesday, April 4, 2018, at 7:00 p.m. in the Board Room of the Frederick County Administration Building at 107 North Kent Street, Winchester, Virginia to consider the followin application: Conditio al Use Permit #03-18 for Trumpet Vine Farm, LLC., submitted je�f estab is en a special event facility in the RA (Rural Areas) Zoning District. The 01�r s ocated at 266 Vaucluse Road, Stephens City, Virginia and are identified with Property Identification Number 85-A-6C in the Back Creek Magisterial District. Any interested parties wishing to speak may attend this public hearing. A copy of the application will be available for review online through the planner access terminal, at the Handley Library and the Bowman Library the week of the meeting or at the Department of Planning and Development located at 107 North Kent Street in Winchester, Virginia, telephone number (540) 665-5651. Information regarding this application will also be available via the Planning Department's website at www.fcva.us. Sincerely, M. Tyler Klein, AICP Planner MTK/pd � 1n7Z ' 31flI 107 North Kent Street, Suite 202 • Winchester, Virginia 22601-5000 0 • FREDERICK COUNTY DEPARTMENT OF PLANNING AND DEVELOPMENT MAP REQUEST DATE RECEIVED: 03/09/18 REQUESTED COMPLETION DATE: 03/19/18 REQUESTING AGENT: Pam STAFF MEMBER: Tyler TYPE OF MAP: Comp Plan Transportation Locator ✓ TDR Ag & Forest District CIP Other PIN: 85-A-6C DESCRIPTION OF REQUEST: CUP #03-18 Trumpet Vine Farm (Special Event Facility) 0 COUNTY of FREDERICK Department of Planning and Development 540/ 665-5651 NOTIFICATION OF PUBLIC HEARING March 28, 2018 Fax: 540/ 665-6395 TO: THE APPLICANTS) AND/OR ADJOINING PROPERTY OWNERS(S) RE: CONDITIONAL USE PERMIT APPLICATION #03-18 FOR TRUMPET VINE FARM, LLC. On behalf of the Frederick County Board of Supervisors, you are hereby notified of a public hearing being held on Wednesday, April 11, 2018, at 7:00 p.m. in the Board Room of the Frederick County Administration Building at 107 North Kent Street, Winchester, Virginia to consider the following application: - Conditional Use Permit #03-18 for Trumpet Vine Farm, LLC., submitted for establishment of a special event facility in the RA (Rural Areas) Zoning District. The property is located at 266 Vaucluse Road, Stephens City, Virginia and are identified with Property Identification Number 85-A-6C in the Back Creek Magisterial District. Any interested parties wishing to speak may attend this public hearing. A digital copy of the application will be available for review online through the planner access terminal, at the Handley Library and the Bowman Library the week of the meeting or at the Department of Planning and Development located at 107 North Kent Street in Winchester, Virginia, telephone number (540) 665-5651. Information regarding this application will also be available via the Planning Department's website at www.fcva.us. Sincerely,'��n / M. Tyler Kl m, AICP Planner MTK/pd 107 North Kent Street, Suite 202 • Winchester, Virginia 22601-5000 This is o certify that the attached correspondence was mailed to the following on 31 a--'6 I I V from the Department of Planning and Development, Frederick County, irgini _ _ - 84 - A- 6-D - - 84 - A- - 54 MCDONALD JASON S SHANAHAN DONALD E JR MCDONALD JENNIFER A 301 VAUCLUSE RD 388 VAUCLUSE RD STEPHENS CITY VA 22655.5445 STEPHENS CITY VA 22655.5438 84 - A- - 54-B �� - - - - 85 -_ A -3 — i SHANAHAN DONALD E JR MCDONALD ROY E TRUSTEE 301 VAUCLUSE RD MCDONALD LORETTA G TRUSTEE I STEPHENS CITY VA 22655.5445 i 364 CARBON LN 85 - A• • 6•F SMITH ROGER R _ _ _ _ STEPHENS CITY VA_ 226.55.5202 1753 QUICKSBURG RD 84 • A• • 53-D MCDONALD JASON SCOTT QUICKSBURG VA 22847.1255 85 • A- • 6-E - MCDONALD JENNIFER ANNE SMITH ROGER R 388 VAUCLUSE RD STEPHENS CITY VA 22655.5438 1753 QUICKSBURG RD - _ 85 • A- - 6•13 QUICKSBURG VA 22847.1255 HOCKMAN RICHARD E 85 - A- - 6•B 205 VAUCLUSE RD HOCKMAN RICHARD E ! STEPHENS CITY VA 22655.5444 205 VAUCLUSE RD - -- - - STEPHENS CITY VA 22655.5444 f Trumpet Vine Farms 85 - A- - 6•A 266 Vaucluse Road TRUSTEES FOR THE UNITARIAN UNIV CH Stephens City, VA 22655 OF THE SHENANDOAH VALLEY 6380 VALLEY PIKE STEPHENS CITY VA 22655 — ---- --- — - - - --- - - I M. Tyler Klei , Planner Frederick County Planning Department STATE OF VIRGINIA COUNTY OF FREDERICK I, 0 , a Notary Public in and for the State and County aforesaid, do hereby certify that M. Tyler Klein, Planner for the Dep rtment of Planning and Development, whose name is signed to the foregoing, dated � f , has personally appeared before me and acknowledged the same in my StatJ and County aforesaid. Given under my hand this --day of�GLtC M commission expires on CJ-'�-�' (� , a 0 Y p �. NOTARY,PI�TBLIC =NJ DEE TER LICRE5, 74COMN4F VIRGINIAIV1YCEXPIRESD2021 • COUNTY of FREDERICK Department of Planning and Development 540/ 665-5651 NOTIFICATION OF PUBLIC HEARING March 28, 2018 Fax: 540/665-6395 TO: THE APPLICANT(S) AND/OR ADJOINING PROPERTY OWNERS(S) RE: CONDITIONAL USE PERMIT APPLICATION #03-18 FOR TRUMPET VINE FARM, LLC. On behalf of the Frederick County Board of Supervisors, you are hereby notified of a public hearing being held on Wednesday, April 11, 2018, at 7:00 p.m. in the Board Room of the Frederick County Administration Building at 107 North Kent Street, Winchester, Virginia to consider the following application: Conditional Use Permit #03-18 for Trumpet Vine Farm, LLC., submitted for establishment of a special event facility in the RA (Rural Areas) Zoning District. The property is located at 266 Vaucluse Road, Stephens City, Virginia and are identified with Property Identification Number 85-A-6C in the Back Creek Magisterial District. Any interested parties wishing to speak may attend this public hearing. A digital copy of the application will be available for review online through the planner access terminal, at the Handley Library and the Bowman Library the week of the meeting or at the Department of Planning and Development located at 107 North Kent Street in Winchester, Virginia, telephone number (540) 665-5651. Information regarding this application will also be available via the Planning Department's website at www.fcva.us. Sincerely,�� M. Tyler K1 in, AICP Planner MTK/pd 107 North Kent Street, Suite 202 * Winchester, Virginia 22601-5000 • 0 COUNTY of FREDERICK Department of Planning and Development 540/ 665-5651 NOTIFICATION OF PUBLIC HEARING March 21, 2018 Fax: 540/ 665-6395 TO: THE APPLICANT(S) AND/OR ADJOINING PROPERTY OWNERS(S) RE: CONDITIONAL USE PERMIT APPLICATION #03-18 FOR TRUMPET VINE FARM, LLC. On behalf of the Frederick County Planning Commission, you are hereby notified of a public hearing being held on Wednesday, April 4, 2018, at 7:00 p.m. in the Board Room of the Frederick County Administration Building at 107 North Kent Street, Winchester, Virginia to consider the following application: Conditional Use Permit #03-18 for Trumpet Vine Farm, LLC., submitted for establishment of a special event facility in the RA (Rural Areas) Zoning District. The property is located at 266 Vaucluse Road, Stephens City, Virginia and are identified with Property Identification Number 85-A-6C in the Back Creek Magisterial District. Any interested parties wishing to speak may attend this public hearing. A copy of the application will be available for review online through the planner access terminal, at the Handley Library and the Bowman Library the week of the meeting or at the Department of Planning and Development located at 107 North Kent Street in Winchester, Virginia, telephone number (540) 665-5651. Information regarding this application will also be available via the Planning Department's website at www.fcva.us. Sincerely, jj M. Tyler K1ein,G ICP Planner MTK/pd 107 North Kent Street, Suite 202 • Winchester, Virginia 22601-5000 This is to certify that the attached correspondence was mailed to the following on aZ i ( S" from the Department of Planning and Development, Frederick County" Virginia: 84 - A. • 54- - - - - — SHANAHAN DONALD E JR Trumpet Vine Farms 301 VAUCLUSE RD 266 Vaucluse Road � STEPHENS CITY VA 22655.5445 .Stephens City, VA 22655 - - - -- -� - - - - - -6.q - _ - - -- I� 84 A. � 54B 85 . A- - SHANAHAN DONALD E JR TRUSTEES FOR THE UNITARIAN UNIV CH I 301 VAUCLUSE RD OF THE SHENANDOAH VALLEY I STEPHENS CITY VA 22655 5445 6380 VALLEY PIKE STEPHENS CITY VA 22655 _ j~ 85 • A• • 6•0 84 - A• • 6-D SMITH ROGER R MCDONALD JASON S 1753 QUICKSBURG RD MCDONALD JENNIFER A QUICK_ SBURG VA 22847.1255 388 VAUCLUSE RD 85 - A• • 6•E STEPHENS CITY VA 22655.5438 SMITH ROGER R 85 A 3 1753 QUICKSBURG RD - MCDONALD ROY E TRUSTEE QUICKSBURG VA 22847 - - — MCDONALD LORETTA G TRUSTEE 85 - A. 6•B 364 CARBON LN HOCKMAN RICHARD E 205 VAUCLUSE RD STEPHENS CITY VA 22655.5202 STEPHENS CITY VA 22655 5444 84 - A- 53-D - - MCDONALD JASON SCOTT MCDONALD JENNIFER ANNE 388 VAUCLUSE RD STEPHENS CITY VA 22655.5430 1 85 • A. 6-13 ! HOCKMAN RICHARD E 205 VAUCLUSE RD STEPHENS CITY VA 22655.5444 M. Tyler Min, Planner Frederick County Planning Department a Notary Public in and for the State and County aforesaid, do hereby certify that M. Tyler Klein, Planner for the De artm nt of Planning and Development, whose name is signed to the foregoing, dated , has personally appeared before me and acknowledged the same in my State and County aforesaid. Given under my hand this day of My commission expires on 6-9-CWM�-ems. NOTARY PUBLIC PAMALA DEETER NOTARY PUBLIC REGISTRATION#358474 COMMONWEALTH OF VIRGINIA ri MY COMMISSION EXPIRES DECEMBER•31, 2.021 �sn�,«-,:m:�;a*at�.ccx:�a.et:sszra�x�:.i! Choo� -Ib -T r - r-k V -,z + V' p. N' .-1L 6 5 _ (DC 7. Adjoining Property: TO: LANCE- DATAdPCESSING FROM: PAM - Plan g Dept. Please tint y sets of labels by THANKS! USE ZONING North Farmland Agriculture East Farmland Agriculture South Scrap yard West Farmland Agriculture 8. The type of use proposed is (consult with the Planning Dept. before completing): Special Event Facility / Venue 9. It is proposed that the following buildings will be constructed: 10. The following are all of the individuals, firms, or corporations owning property adjacent to both sides and rear and in front of (across street from) the property where the requested use will be conducted. (Continue on back if necessary.) 1 :11 1---*4-r-A 1—mn;1 oftb;c nnnlirntinn• Name and Property Identification Number Address NameJason and Jenny McDonald 388 Vaucluse Rd tephens City, Va 22655 Property # 84-A-6D / 85-A-3 gy - p - Name Richard E. Hockman 205 Vaucluse Rd. Stephens City, Va 22655 Property # 85-A-613 Name Donald E. Shanahan 301 Vaucluse Rd. Stephens City, VA. 22655 Property # 84-A-54 / 84-A-54B Name 40,1�Q 6GX S-t" JT*77 /7 5 3 & v I C a By Zz 8y`7 Ql11eVS8�6i ✓A Property # 66 -tq - 6 F 95-A - 6E Name Tp s} ! vq oR P—GbT— Z f mgg I -I ,rO/J fiT t j //� of iEs g V4 ZZ(,OI Property # 8 �j - IG} % Name Property # Name Property # T C-J (Lk-QA,b 0 Trumpet Vine Farm LLC 266 Vaucluse Road, Stephens City VA. Conditional Use Permit General Overview Trumpet Vine Farm has been hosting Weddings and Events since 2012. We have applied for outdoor festival permits every year per the counties request, meeting the criteria set before us without any incidents or problems within the community. The events have been very successful in helping to continue to improve and keep the family farm operating. As outlined in our contract we offer Friday evening for decorating and if the family chooses to do the rehearsal and rehearsal dinner. The main event takes place on Saturday and if the family elects to, they can come back on Sunday morning to finish cleaning up. So for now, there is only one event per weekend. The goal is to continue this practice, however we might need to reserve the ability to do more than one event a weekend if necessary. I have also donated this area for nonprofit and fundraiser events which are generally smaller events. We have an open pavilion that has retractable sides enabling our guest to be protected from inclement weather. The pavilion along with the dressing room have been approved and inspected by Frederick County inspections department. We also have a large gravel parking area, and two satellite parking areas if needed. We are discussing plans for a permanent bathroom facility, as well as another barn or barnlike structure to enable us the ability to have more events indoors as well as adjusting for inclement weather. To date our events start in middle to late April and we usually finish our season the end of October. We do utilize outside local vendors for our restrooms, catering, and rentals as well as shuttle services for our guest to and from the hotels. This helps with keeping guests safe and minimizing on traffic on the roads. We recommend and promote the local hotels and restaurants while talking with our guest as well as with our website. In many cases we do utilize large tents for our larger weddings and events. We always have the proper inspections from the county and the Fire Marshal's office. We have a very large area that can accommodate tents of various sizes. Since we have to adjust with the size of the event, we align the proper size tent as well as the bathroom rentals. We also require event insurance as stated in our contract to our customers.