OF  VILLAGE OF MARVIN  100041 New Town Road |Marvin, NCI 1287317a:00s4-160, Fax:( (704)843-1660 wwwmarvinnc.org  VILLAGE COUNCIL & PLANNING! BOARDJ JOINT MEETING MINUTES  Wednesday, February 3,2021 at 6:30pm Village Hall, 10004 New Town! Road Special Called Meeting SPECIAL MEETING AGENDA  Mayor Pollino & Planning Board Chairman Jones have called for as special joint meeting oft the Village Council and] Planning Board tol bel held on Wednesday February 3,2021 at 6:30pm at' Village Hall (10004 New Town Road). The purpose is tol hold a joint meeting with the Village Council and Planning Board, in which thel Planning Board will perform thei function oft thel Design Review Board (DRB) tol Discuss and Consider Approval oft the Village Halll Project Located at the Corner ofl New Town Road andl Marvin  School Road (Site] Plans, Building Plans, and) Landscape Plans).  AGENDAI ITEM  1. Call to Order Village Council Present: Mayor. Pollino Absent: Councilman Lein Planning Board Renner Absent: None Staff] Present: Austin W. Yow  Mayor Pollino and Chairman. Jones called the meeting to order at 6:34pm and agreed that a quorum fore each board was present.  Present Virtually: Mayor Pro Tem Vandenberg, Councilman Marcolese, Councilman Wortman  Present Virtually: Chairman Jones, Vice-Chair Cates, Paul Cappiello, Malinda Daniel, Michael Lavelle, Mark Petersen, Kent  Staff] Present Virtually: Christina Amos, Rohit Ammanamanchi, Tristan McMannis (Civil Engineer) MOTION: Mayor Pollino moved to allow Councilmembers toj participate remotely.  VOTE: Thei motion passed unanimously. seconded the motion. VOTE: The motion passed unanimously. 2. Adoption of the Agenda VOTE: The: motion passed unanimously. VOTE: The motion passed unanimously.  MOTION: Chairman Jones moved that] Planning Board members are authorized toj participate remotely. Malinda! Daniel  MOTION: Mayor Pro' Tem Vandenberg moved to adopt the agenda as presented.  MOTION: Chairman Jones moved to adopt the agenda as presented. Vice-Chair Cates seconded the motion.  3. Perform the Function of thel Design Review Board to Discuss and Consider Approval of the Village Halll Project Located att the Corner of] New' Town Road and Marvin School Road (Site Plans, Building Plans, and Landscape Plans) Rohit Ammanamanchi, Planning & Zoning Administrator, explained recent changes to thes site plans, including the location of the generator, HVAC, andt trash bins. The Village Council and Planning Board allowed Civil Engineer, Tristan McMannis to speak. Mr. McMannis answered questions fromi the Planning Board and Council about thej plans. (See attached plans, which are hereby incorporated as references into these minutes). The Council and Planning Board discussed eachj plan in depth.  Page12    The Council, Planning Board, and Staff discussed thej purview of thel Design Review Board established ini the Village ordinances inc depth. The Board compiled list of details and corrections to be provided, including signage, railing (and colors), equipment Thel Board recommended that the Village move forward with their pre-bidi meeting. They chose to withhold their formal vote MOTION: Mark Petersen moved that thel Planning Board is okay with the conceptual plan as presented and that they will  screening, revised landscaping, and a corrected elevation plan.  until their February 161 meeting.  consider final approval at their next meeting. Malinda Daniel seconded the motion.  VOTE: The motion passed unanimously.  Thel Board determined that thej prior motion was not necessary. They agreed that the Village was okay toj proceed with their pre-  bid meeting, so that construction documents may be drafted tol keep thej project process moving forward. MOTION: Mark Petersen moved to withdraw his previous motion. Michael Lavelle seconded the motion.  VOTE: The motion passed unanimously.  ADJOURNMENT  MOTION: Mark Petersen moved to adjourn thej joint meeting at 9:42pm. Michael Lavelle seconded the motion.  VOTE: The motion passed unanimously. VOTE: The motion passed unanimously.  MOTION: Mayor Pro Tem Vandenberg moved to adjourn the joint meeting at 9:42pm.  3-9-21 Village Council  Adopted:  Mayor  Adopted: 2-16-21 Planning Board  Austin W. Yow Village of1 Marvin  GE OF SEAL  Village Clerk & Assistant to the Manager  2  N.C.  Page212    EOFM  VILLAGE OF MARVIN  10004 New Town Road Marvin, NC 28173 ITel.(704)843-1680 Fax: (704) 843-16601 www.marvinne.org  CA TO: FROM:  Planning Board/Design Review Board Rohit Ammanamanchi, Village Planner  SUBJECT: Consideration of Village Hall Site Plan, Building Plan, and Landscape Plan  DATE: Background  January 27, 2021  The Village of Marvin is applying to construct a new Village Hall at 10006 Marvin School Road. The property is zoned R-Marvin Residential, and Village Government Buildings are aj permitted (by-right) use per Section 151.080(B)(). The building is modeled after the Bull Point style ofl housing, which is a 4 sided ranch style with a faux-second story. What appears from the outside as the second story is actually an open ceiling for the meeting chamber, which isi int the center of the floor plan. The setbacks for a government building are generally ini the "other uses" category or governmental category in the R-Marvin Zoning Regulation, and the proposed plan exceeds the  minimum setback on all sides:  75 feet front setback 50 feet side setback 40 feet rear setback  The building is required to have 1 parking space per 5 assembly spaces + 1 per each oft the 12 employees. This results in a total of24 required spaces. 29: spaces are provided, 2 ofwhich are handicap spaces. Additionally, the lobby faces the parking lot and the handicap spaces are located closest to both ai ramp entrance and the sidewalk that leads to the street-side entrance of the building The Parking is located in the rear oft the building, because parking is not allowed in front ofa any building facade. However, the Village Hall parking is a compatible use to be adjacent to a residential property. The adjacent Vasireddy property is also on the Land Use Plan as aj property to bei included in  the Marvin Heritage District, which further supports the location oft the parking.  Plans included for review are below. No signage isi included in the proposal.  All 4 Elevations and Color Renderings  Floor Plan Roofing Diagram Site Plan Landscape Plan  Current  Staffrequests the Design Review Board to review and approve the Village Hall Site Plan, Building  Plan, and Landscape Plan, with any recommendations.    10  a  G OY  @ 0 E D @ 0 D 0  D    4 6  SE  B E 8 ENO  E  0  0    MI4INBNOTEASG3IS AWVNIWIEHd NIAHVW: JO JOVTTIA  #    SNVI4DNI3ENIPN3 ABVNIAIEEd IN3Nd01BA3031S TTVHE BOVTTIA MEN NIAWVW303DVTIA  3a    PNTINKN SNV149NIH3ENIPN3 ABVNIWITEHd IN3/407BA30311S TTVH: OVTTIA MEN NIAWVWO3DVTIA  *e  3 sees SA  3    a3 33  3 33 E3 53  53 3  @  0 0  E Sa  0    53 3  E E3 HF 33 E  @  E s -  VRE  :  WF- 53 5  7-    wWW        WWWWWY    eEE  GB    oo o 9 o o  000 0o 000 oo 00 o o    I  EIE    111