MEETING MINUTES TOWN OF PURCELLVILLE PLANNING COMMISSION THURSDAYJUNE 6, 6:30PM TOWN: HALLO COUNCILCHAMBERS  Video Link: tps:/purcellvlleya.grancus.complayer/cipl89/icw.Jd-laredirect-true  COMMISSIONERS PRESENT: Nan Forbes, Chair  Ed) Neham, Vice chair (present remotely) Chris Bertaut, Town Council Liaison Troy Brown, Commissioner Brian Green, Commissioner Nedim Ogelman, Commissioner Ron Rise Sr., Commissioner COMMISSIONERS ABSENT:  None  STAFF PRESENT: Summer Wilkes, Director of] Planning and Community Development;  Kendall Wisniewski, Planning Operations Coordinator  CALLTOORDER:  Chair Forbes called the meeting to order at 6:31pm. The Pledge of Allegiance followed.  AGENDA AMENDMENTS:  None.  COMMISSIONER DISCLOSURES:  Pursuant to Code of Virginia 2.2-3708.3 and' Town of Purcellville Resolution 21-06-06, Mr. Neham has requested toj participate in this meeting by electronic communication from ai remote location that is not open to the public. Due to ai medical condition, Mr. Neham will be participating in this meeting remotely from his home. As required by law, aj physical quorum of the Planning Commission is present in the Council Chambers, and Town Staffhave arranged for the voice ofl Mr. Neham to be heard by all persons in the Council Chambers. Mr. Neham made the request within the timeframe required by policy and the Town Attorney has determined that his request meets the requirements for remote participation. The Planning Commission will record in its minutes the reason for Mr. Neham's remote participation and thel location from  which hej participated. APPROVAL OF MINUTES:  Vice Chair Neham noted a typo. He requested for the traffic study submitted during citizen comments at the May 2nd, meeting by Harry Harding be appended to the May 16th minutes draft. He then requested for any attachments appended to meeting minutes to also be added into the  version found in the meeting agenda packet.  1IPage    CITIZEN COMMENTS:  None.  PLANNING STAFF REPORT:  Planning Operations Coordinator Wisniewski provided the Commission with updates to the projects within the Town. She answered questions raised by the Commission regarding the plan tracking process. Commissioner Rise requested for staff to provide more information on the 7/690 Interchange county project and the Water Storage Tank county project.  ACTION] ITEMS: None. DISCUSSION ITEMS:  Agenda Development Policy  Director Wilkes passed out a work flow chart to aid the agenda development policy discussion. The flow chart is attached. The Commission reviewed Vice Chair Neham' 's comments and edits to the proposed agenda development policy. His submitted comments are attached. Staffi is to add the Planning Commission's edits to the drafted policy for further discussion at their next meeting Commissioner Ogelman requested for the following question be sent to the Planning Commission Program advisors for further guidance. "Who specifically in the Commonwealth do we approach that are, according to 15.2-2211 ofthe Virginia State Code, required toi furnish information on these issues of rights and responsibilities oft the Planning Commission in the  on. June 20th.  process oft the planning and development of our locality?" Revised Zoning Ordinance Plan  Chair Forbes and Vice Chair Neham suggested to defer Director Wilkes's proposed Town and Suburb concepts and ideas for the Zoning Ordinance and address them after the Planning Commission Zoning Ordinance draft is completed and passed to the' Town Council. The Commission discussed and agreed on pursuing the Zoning Ordinance rewrite as planned and to address Director Wilkes's Town and Suburb ideas after the Commission's Zoning Ordinance Director Wilkes passed out a calendar outlining the rest oft the rewrite process following the Commission's decision to pursue their Zoning Ordinance draft. The Commission discussed obtaining a final draft ofthe document from staff on July 3rd and will work to schedule two Vice Chair Neham then stated that an annual review oft the Comprehensive Plan will need to start  rewrite is complete.  public hearings at the end of. July.  shortly after the Zoning Ordinance is complete. COUNCIL REPRESENTATIVE REPORT:  2Page    None.  PLANNING COMMISSIONER COMMENTS:  Commissioner. Rise shared that he met with Harry Harting and went through the data that was collected in his traffic study submitted to the Planning Commission during citizen comments at  the May 2nd, meeting. ADJOURNMENT:  With no further business, Commissioner Green motioned to adjourn at 8:56pm.  Nan Forbes, Chair  ABbs  Koxolal DAA  Kendall Wisniewski, Planning Operations Coordinator  3Page    DRAFT  Regular and Revised Agenda Development Process for thel Purcellville Planning Commission  Administrative Policy Presented for Discussion: May 14, 2024 Adopted by Town Council: /General observation: We are being bound up in red tapel  Formatted: Font: Times NewF Roman, Bold, Italic, Font color. Red Formatted: Font: Times! New Roman, Bold, Italic, Font color. Red Formatted: Font: Times! 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Red Formatted: Highlight Formatted: Font:" Times New Roman, Bold, Italic, Font color. Red Formatted: Highlight  The purpose oft this documenti ist toe establisha a structured processf fort the development of Planning Commission meeting agendas and, once adopted, will bei includedi int thel Handbook for Committee, Commission: and Boards. This document outlines at timeline necessary for activities needed toe ensure that the: agendas, whichs serve asag guide during publicr meetings, are valuablef for both the Commissioners: andt the public. Tor maximize usefulness, itiso crucial thatt thea agendas bec distributed timely, onar routine schedule, andi include detailed andt thoroughs staffr reportsy withs supporting documentation. Toe ensure this occurs, thef following process willl bei implemented." Thel Planningt team, comprised oft the Planning Manager, ZoningA Administrator, Planner, andl Planning Operations Coordinator willv work collaboratively witht thel Planning Commissiont toc developr meeting agendas. The Planner will Note: Ifany of the due dates mentioned hereinf fall onal holiday, the new date willl be one business day The Planning Commissioni meeting schedule iss set by Resolution,The) Plamming Commission meeting schedulei iss setinArticle 6ofthe Commission. bylaws/ Special meetings, which arel held onac dated or time other thant thea adopted regularr meeting dates, mayl be called byt the Chair orb byt two Planning Operations Coordinator shall mail to allr members, atl least five daysi ina advance ofas special meeting, a written noticef fixingt thet time and place oft the meeting and the purpose thereof. Written notice ofas special meeting isr notr requiredi ifthet time oft thes specialr meeting! has beeni fixeda atar regular meeting, orifa allr members arep presenta att thes specialr meeting orf file awritten waiver ofr notice. ($15.2- 2214 oft the Code of Virginia). All-meetings d4AsmangCmaisaes sheuld.belimitedtot twe than what's in bylaws 4-1 (Virginia Code 975.2 2-22272 According to Virginia Code $15.2-2210. the Planning Commission: serves 101 promote the orderly development oft the localiny andi its environs'. Use_ ofs stafft time is notp permitted for longer than twol hours per meeting unless approvedi ina advance byt the Town ManagerThis constrains. the deliheration time and/ frees speech ofthe Commissioners as wellas the citizens who may come tos speak at Commission meetings. particularh, int the eventofpublic The Planning teamy willr maintaina al list of potentiala agendai items that ares scheduled1 toa appeari in meetings oft the Planning Commission,A1 Priorities and Goalss section appears in the Commission's quarterly reports./T Thei items willl bet tracked fors several months orr more ata any givent time. Agendai items mayarisef from meetings orb ber requestedbyt the Planning team orF Planning Commissioners fwhys state the obvious? ands should be swbmitedtesollected! by the Planningt team nol latert than noon on the Monday  servea ast thel liaisont tot the Planning Commission.  earlier MeetingSchedule  members/bylaws 6-21 upony writtenr request tot the  whyis ist this necessar?. The  Howrfeesrhiress OMH ng exe  HSES--iree genda-items  whiel E lsttnseR  define this: isi itother  hearings Compilation of Agendal Items    ten (10) days priortot ther meeting. Thisi ist toe ensuret thatt the Planningt team hase enough time tos prepare thedraft-agenda, finalieçoordinate the: agenda with the Chair and Vice Chair, and provide: and enter concise detaileds staffr reports alongy with supporting documents into thea agenda management  Formatted: Highlight color: Red  system/?221- Requests for Presentations  Formatted: Font:" Times New Roman, Bold, Italic, Font  Presentation- Fequests sha besent e the Planning team for-the-Cemn  consideration-for  inclusien upeoming agenda-Any Requests for presentations tot the Commission received by the Planning team willl bes sentt tot the entire Planning Commission for awareness: and, ifapproved, willl be placed ona an upcoming agenda ford discussion: and/ora approval." The determinespecifiç: agenda selected willo depend ont thet time sensitivityliness oft thei itema and4 what sist the effort neededi intor preparcation fort thei item. Presentations may ber removedf from the: agendai ift the presentation itselfi isn notr received beforet thes staffr report deadline (Le. noon ont thel Friday prior tot the meeting date). Nop presentations' will bea accepted withoutp priora approval oft the Planning Commission andl Planning team. connecting persenaly-ewmeds sterage-devices te Town COMPHRBFWOPASBORSA 0F9ems-GWP-SWARS remevable storagee devices may net be connected tep persemaldevwices The Planning teami salse-theagenda day-etww will meet ont the! Monday morningt ten (10) days prior tot ther meetingt tor reviewt the draft agenda. This allows sufficient time ton makee edits ands send the draft agenda tot the Chair and Vice Chair for final-review: ando comments. Followingt this meeting. thei initiald drafto oft the agenda willl bee emailed tot the Chair andy Vice Chair not later than :4AAAEHSseNeesN by the Planningt mwihsdausdieshe noone clese-efbusiness ont thel Mondayt ten (10) days priort tot the meeting date. Any requests from the Chair or Vice Chairto icludeadéitional itemsenmodifyt the agenda should! bes submitted1 tot the agenda-e develepmemtPlamning team not! later thant the close ofb business ont the? uesday nine (9)) Wednesday eight (8) days/itwas suggested that this bec changed to Wednesdan but thats wouldn'tl leave enough time for staff to compose their reports - see next parapraph! prior to the meeting date." Thei items will undergo a thorough review byt the Planning team toe ensure that thei items pertaini tot the Planning Commission prontesaenam-mes allewtherer will bes sufficient time fort the Planningt team too compile! the needed detailed reports and supporting documentation. Once ther review process isc complete andt the agendai isc deemed final, thea agenda summary willl bep promptly distributed tot the Planning Commission. Ideallyt this distribution should occur not later than! 5-PMthe close of business on4 Wedneséayeight (SThursday seven (7) days priort tot ther meetinglany Commissioners want adiustments to be made. Staff reports are due byr noon ont the Fridays six (6) days beforei ther meeting. Iti ist the responsibility oft the Department Director or Planning Manager to oversee alls staffr reports anda accompanying materialst to ensure that reports are: accurate and complete. Int the event that staff members encounter difficulties meetingt the specified deadline, theys shouldi inform the Planning team, the Chair and the) Vice Chair not  Remevablet Storage Media- Device-s Security PalieypPOhDSTOwnS stafff from  Amenda- DevelopmemtDralt. Agenda  Draft-Agenda  Formatted: Font: Times New Roman, Bold, Italic, Font Formatted: Font: Times New Roman, Bold, Italic, Font  color: Red color: Red Formatted: Highlight color: Red  Formatted: Font: Times New Roman, Bold, Italic, Font  they'll need to make their wishes known quickh. likel within ada!  later than noon! Friday (60 daysb before ther meeting/atReen.  Final Agenda Packet    IThe Chair and Vice Chair ifnott the entire Commission. should have an opportuniry. for review the packet for obvious errors and omissions before ifs nublication: suggest requiring theirs submissions not later than opening oft business Monday/ The Planning team wille email af finalize draft oft the agenda packett tot the! Planning Commission byo close ofb business oft the Friday preceding the meeting, and then distribute itthef final version oft the agendap packedt tol botht the Planning Commission: andt thep publicr not provides RBMRRAMRiSEGaNX sufficientt time-te-review the packeta and PePaRARyAVeBORse --A No changes will ber madet tot thej published agenda afteri it has been distributed, unless deemed urgent by the Chair or Vice Chair, Planning Manager, Zoning Uponr request, the Planning teamy will generate paper copies oft the agenda packetsi for distribution toF Planning Commission members and placei int the Planning Commission's mailbox atT Town Hall. Any newi items intended fori inclusion on the: agenda after thei initial packeth has been distributed must receive prior approval from thel Director or Planning Manager following a discussion with the Chair or Vice Chair Subsequently theser newi items must bes submitted1 tot the Planning office/who?/ along, with the associated: staff reporta ands supporting documentation! by 2:00 PM1 the Monday preceding the meeting. Ordinarily,t there willl ber nor moret than oner revised agenda distributedi tot thel Planning Commission: andt thep public." The onlye exceptioni ist the case ofa anu urgentr matter as determined: and approved jointly byt the Chair orVice Chaira and Director or Planning Manager. Non-urgent items presented: after the Monday deadline will bea addedt to thes subsequent meeting's agenda.  Formatted: Font: Times New Roman, Bold, Italic, Font  color: Red  latert than noon on! Monday by Administrator, or Depariment-Director Supplemental/Revised, Agenda  7 preceding ther meeting.: Thise designated date  Formatted: Font: Times NewF Roman, Bold, Italic, Font  color: Red  PREPEASERPAERSPORPFPMERA G-TheonyeweeptePHOA-OwG-SeR-NeseseFurgent PPPASENAES  Commissien vee anyerthedues Agenda Amendments  date W ene businesse daye earlier  Ont ther night oft ther meeting, thel Planning Commission will conduct a vote under' "Adoption of Meeting Agenda/Amendments" to consider thef following actions: (1)a accept the: agenda asi initially presented; or (2)a acceptt the agenda as amended. Whenever possible, the Planning team requests proposed amendments bec communicated ina advance oft ther meetingt toe ensure adequate preparationf fort the discussion oft thesei items. Itisi important tor notei that anya amendments' tot the agendar mustr receive Ina accordancer with7 Town Resolution: 23-04-01, the" Town Attorney is requiredt toa attend oner regular monthlyr meeting oft the Planning Commission, eitheri inj person or virtually. Presently, legal counseli is slated tob bep present at thes second Planning Commission meeting ofe each month, barring any prearangeconficts. Ins such instances, legal representation willl bea arrangedf fort thef first meeting oft the month. Any adjustments' tot this schedule will bey prearranged: and coordinated with the Planner. Questions fort thel Town Attorney arel better addressed when sufficient time isp providedf forr research and response. Legal matters mayl bec communicatedi tot the Town Attorney duringa ap publics session, but unless they werep previously researched! byt thel Town Attorney, they will noth bea addressedi inap publics session: as  approval througha ar majority votel byt thel Planning Commission. Legal Assistance to the Planning Commission    this cand compromise later legal positions taken! bye either the Planning Commission ort thel Town Council. Ita alsos significantlyi inhibitst the abilityt top provide complete ando candidl legala advice on sensitive and complex topics. Legala advicer may be providede eitheri inac confidential memo ori inac closeds sessioni if authorized under the Code ofv Virginia 52.2-3711. Whilei itisa appropriatef for thel Planning Commissiont to receivel legal advice pertaining to applications or other matters actively pending! beforet the Commission, Jegal counseli isr nota authorized1 for otherr mattersunless: specifically taskedi byt thel Town Council,Needs discussion:. this can certainly slow things down/ Further, legal researchf fort thel Town Attorney must also  Formatted: Highlight color. Red  Formatted: Font: Times NewF Roman, Bold, Italic, Font  bec directedb byt thel Town Council.    Rm8A Nes AFPK a #mprsF oRR ONR a ENR RrmNR : 8 PRN inpes *FeR morg Nosns  Co  15  N  a  6  3  N  4  R  1  W  E  8  2  4  3  2  9  A    June 2024 SUNDAY May 26  I THURSDAY 30  MONDAY 27  TUESDAY 28  WEDNESDAY 29  FRIDAY 31  SATURDAY Jun1  2  3 200p pmr newit itemsf for agenda withs staff reports due 10 AMStaffd drafta agenda CNC:e email 1std draftof agendab byCOB Noon: PCd deadlinet to 17 2:00p pm:r newit itemsf for agenday withs staff reports due 24 AMStaffo draft agenda EARLIEST datef for6 6/6 COB CNVC comments CNC emaii 1st draftof PCitems on TC agenda bycoB Noon PC deadlinet to Jul1  4  5  6 6:30P PC meeting 13 summaryt to PC PPE 20 TC packetp posted no agenda changer after 27  7 Staff: 1sto draft ofnew agenda Staff briefK KimonP PC actions, 14 Noon: staffn renorts due agenda gorst to 21 Staff 1std dratt'ofnew Staff briefk KmonPC actions 28 400a agendac out? 5  8  9  11 eeting 18  12 dueb backt tos staff 19 due 26 due backtosraff 3  15  COB: CNCO comments Staffr review andg give 4:00 agenda out  16  22  TCagenitas stalf repare 630F PCI meeting  23  25 agenda 2  29  30  4  6  Wilkes, Summer  6/6/20246:17PM    July 2024 SUNDAY Jun 30  MONDAY Jul1 AM:Staffdraft agenda CNC: email 1std draftof agenda by COB Noon: PCC deadline to submit commentsf for 8 AMStaft drafta agenda ICmeeting CNC emsi 1st draftof agenda by CoB Noon PC deadine to submitc commentsfor 15  TUESDAY 2  WEDNESDAY 3 COB: C/VC comments Holiday dueb backtostaff PCimovedn mg? 10  THURSDAY 4  FRIDAY 5 4:00agendec out Suff 151 draftofnew agenda 12  SATURDAY 6  7  9  11 PCmovedmtg?  13  14  16  17  18 Cmeeting  19  20  21  22  23  24  25  26  27  28  29  30  31  Aug1  2  3  Wikes, Summer  6/6/2024 6:16F PM