Mnasqlg/ngna PLANNING COMMISSION  The Planning Commission held a regularly scheduled meeting on Thursday, January 4, 2024, at 5:30 p.m. in Planning Commission members present: Jason Horne, Chair; Frances Coles, Secretary; Cynthia Gunnoe; and Planning Commission members absent: Lonne R. Bailey, Vice Chair; Curtis Marshall; and Town Council Town Staff present: Mary Zirkle, Director of Planning and Community Development; and Cathy Johnson,  the Town Municipal Building Conference Room due to the elevator outage.  Brock Malcolm  Representative vacancy Clerk oft the Commission Town Staff absent: None CALLTOORDER:  The Chairman called the meeting to order at 5:30 p.m. The meeting was held in the Conference Room on the  main floor oft the Municipal Building due to the elevator outage.  DETERMINATIONOF QUORUM:  There was a quorum to conduct business with four members present. Councilman Darren Shoen is no longer on Town Council. The Town Council Town Representative had not been selected yet to fill the vacancy on  the Planning Commission.  REMARKS! BYC CHAIRMAN: & MEMBERS:  None.  APPROVALOFI MINUTES:  Upon a motion by Mr. Malcolm and seconded by Ms. Coles, with four members present voting aye, the  November 2, minutes were approved as presented. STAFF. & COMMITTEE REPORTS:  Staff is waiting for another Town Council Representative to serve on the Planning Commission to fill the  vacancy.  NEWE BUSINESS:  The first item of new business, Ms. Zirkle stated changes to the Town of Bedford Planning Commission Bylaws and Rules of Procedure to include Section 5.8 Participation in Meetings Through Electronic Communications. The Chair asked for a motion to accept the changes to adopt the amended Bylaws. Ms.  1/4/24 Planning Commission Minutes Page1 1of3    Gunnoe made a motion to adopt the amended Bylaws as presented and Mr. Malcolm seconded. The Chair  asked the Ms. Johnson for aj roll call vote as followed:  Ms. Cynthia Gunnoe Mr. Brock Malcolm Mr. Curtis Marshall Ms. Lonne Bailey Ms. France Coles Mr. Jason Horne Town Council Rep  Aye Aye Absent Absent Aye Ayer Vacant  By a vote of4-0, with two absent and one vacancy, the Planning Commission adopted the amended Bylaws Second item ofnew business, the Planning Commission reviewed the draft Annual Report prepared by staff. Mr. Malcolm made a motion to forward the Planning Commission 2023 Annual Report as presented to Town Council at its January 23 meeting. The motion was seconded by Ms. Coles and passed by a vote of4-0. Third item of new business, the Chair asked for a motion for the Resolution Adopting an Inclement Weather or Hazardous Condition Policy for 2024 Planning Commission Meetings. Upon a motion by Ms. Gunnoe Fourth item of new business, the Planning Commission discussed the Comprehensive Plan process. Ms. Zirkle stated that the Planning Commission needed to consider the State Code regulations and consider the framework during the process. She stated that the Commission should not just meet State regulations but its own expectations. She stated that the Transportation section of the Comprehensive Plan will be written by the Central Virginia Planning District Commission as the regional transportation agency. She described how the CVPDC had solicited for planning proposals from consultants, which would be available to the Town for this. She asked if the Planning Commission wanted to go with the provided on-call proposals or put out its own RFP. She stated. that the two on-call proposals are EPR, PC and the Berkley Group, and there may be  as] presented.  and seconded by Ms. Coles, the vote was 4-0 by acclamation to adopt the resolution.  others.  The Planning Commission discussed and highlighted the following:  How much upfront engagement is required with the public? How much input comes from the public?  How to reach the most people? What is the community looking for? What does the Planning Commission want to see? Should the Comprehensive Plan be defined by topics or area?  What does the future land use look like? Define the vision for the next 20-30 years.  The Planning Commission should plan to direct growth where infrastructure is or should be going. The Planning Commission asked staff about the timeline for having a consultant on board. The following  were determined tentatively:  Have a consultant in place first. Thei timeline for having a consultant by March. Have the current Comp Plan and other data collected..  Schedule community forum discussions and public hearings for September.  There was discussion for how to engage the public to have online, in-person public engagement, and  surveys at the same time.  1/4/24 Planning Commission Minutes Page 2 of3    The Planning Commission agreed to go ahead with its own RFP and launch the comp plan in March pending In other matters of discussion, Ms. Zirkle stated that Town Council discussed the zoning ordinance amendments at its work session on January 9, 2024 but did not act. She mentioned that a developer was proposing a single-family residential development on property near the Elks Home as a use by right. The Planning Commission discussed the need to see empty facilities used and not dormant. Prompted by a question of maintenance responsibility, Ms. Zirkle will ask the Virginia Department of Transportation Salem District about the area of land created by the interchange at the western entrance to town from Route 460,  procurement.  which is overgrown on Blue Ridge Avenue. UNFINISHED BUSINESS: PUBLICCOMMENIS: ADJOURNMENT: Thursday, February 1,2024. Respectfully submitted, Cathy Johnson, Clerk oft the Commission Approved on February 1, 2024.  None. None.  There being no further business, the meeting adjourned at 6:25 p.m. The next regularly scheduled meeting is  Ran B-Cols Frances B. Coles, Secretary  1/4/24 Planning Commission Minutes Page 30 of3