W  TOWN OF WEDDINGTON REGULAR PLANNING! BOARD. MEETING MONDAY AUGUST 26, 2024-7:001 P.M. WEDDINGTON TOwN HALL MINUTES PAGE10F8  1. Call to Order  Chairman Manning called the meeting to order at 7:00 p.m.  2. Determination of Quorum  Quorum was determined with Chairman Travis Manning, Vice Chairman Amanda Jarrell, Board members Chris Faulk, Rusty Setzer, Nancy Anderson, and Bill Deter present. Board member Manish Mittal was Staff Present: Town Planner Greg Gordos, Town Administrator/Clerk Karen Dewey, Admin  absent.  Assistant/Deputy Clerk Debbie Coram, Deputy Grant Wrenn  Visitors: Chris Walker, Christopher Neve, Tracy Stone, Alfred Pecalton, Tanner Bailey, George Walsh, Neil Rayson, Alexa Polivka, Marla Schopa, Gayle Butler, Walton Hogan, Melissa Emerine, Chad Emerine, 3. Conflict ofInterest Statement: In accordance with state law, iti is the duty ofevery Board member to avoid conflicts ofinterest. Does any Board member have any known conflict ofinterest with respect to any matters on the agenda?. Ifso, please identify the conflict and refrain from any participation in the Chairman Manning read the Conflict ofInterest Statement. Board member Anderson recused herself from discussion and vote from agenda item 7.A. Discussion and Possible Recommendation of an application by ODA Architecture requesting Conditional Zoning Approval for the development ofat two-building office expansion located at 13700 Providence Road because she is an adjoining property owner. Chairman Manning asked if Board member Anderson has any financial benefit from the project. She responded that she does not. The Board agreed that Board member Anderson can discuss and answer  Steven Overcash  matter involved.  questions, but she is recused from aj possible vote.  4. Approval of Minutes  A. June 24, 2024 Planning Board Regular Meeting  Motion: Second:  Board member Deter made a motion to approve the. June 24, 2024 Planning Board  Regular Meeting Minutes as presented Board member Jarrell    Town of Weddington 08/26/2024 Page2of8  Regular Planning Board Meeting Minutes  Vote:  The: motion passed with a unanimous vote.  5. Public Comments: Individuals are allowed. 3 minutes to speak and must only comment on current agenda items. A maximum of30 minutes is allocated to the Public Comment. Period. The time limit Chad Emerine 953 Eagle Road. Mr. Emerine commented on the incomplete application for agenda item 7.A. He expressed concern that this project is outside oft the downtown overlay and when the first project was approved, the stormwater requirement was for a 25-year flood and now the requirements are: for 100- year. Mr. Emerine expressed support for the minimum RCD lot size to be increased to 20,000 sq feet and Melissa Emerine 953 Eagle Road. Ms. Emerine commented that she doesn' 'tl believe the town needs additional medical buildings. She expressed her concern that the additional buildings will create risk for pedestrians crossing Providence Road to the shopping center. She asked about the septic system and the kinds oft testing done. Ms. Emerine expressed her opposition to the additional buildings. Steven Overcash applicant. Mr. Overcash stated that hei is representing the applicant and is willing to Gayle Butler 51461 Panhandle Circle. Ms. Butler commented on her concern with the Polivka project and the possible traffic issues. She expressed that the town doesn'tneed additional medical buildings and this  may be extended at the discretion of the Chairman.  increasing the side and front setbacks.  answer any questions.  project is not in Weddington' s brand.  6. Old Business  A. Discussion and Possible Recommendation of 0-2024-04 amending the Town of Weddington Unified Development Ordinance Section D-703.E. Lot and Building Standards Table.mimimum lot size) for R-CD Conservation zoning districts.  Mr. Gordos presented the staffi report: At its meeting of June 24, 2024, thel Planning Board, as a part ofa discussion regarding changes to the: requirements for a R-CD (Conservation) subdivision, requested staffto prepare an amendment modifying the requirements lot size, width, and other dimensions with consideration for several options. The Planning Board discussed comparison between subdivisions created with careful design consideration versus contemporary submittals which may: not meet the intent of the original creation of open space development. Based upon the direction received from the Planning Board, staff proposes amendments to Section D-703E. Lot and Building Standards Table (Table 2) with at least three separate text amendments for consideration. The Board can select "Option A", "Option B", "Option C", or any combination thereof, or choose to leave the dimensional requirements for R-CD (Conservation) as adopted. Board members discussed Option "A"whichi mirrors existing RE zoning with 20,000 sq. ft lots, Option "B" with 15,000 sq. ft. lots and Option "C", with 18,000 sq. ft lots. Option C was floated as a compromise. Lot width to be increased to 100 ft. Board members discussed preserving backyards and not making setbacks Board member Anderson asked ifmaking lot size bigger would impact the number oflots. Mr. Gordos responded that the lot count is guided by the yield plan. Board member Anderson also asked ifincreasing  more: restrictive than the R-40 standards.    Town of Weddington 08/26/2024 Page3of8  Regular Planning Board Meeting Minutes  the lot size will discourage RCD development. Mr. Gordos responded that staffintention is not to  discourage RCD development by increasing lot size.  Board member Setzer asked if changing the lots size requirement would impact infrastructure. Would there Board member Jarrell commented that ift the lots size is increased and setbacks are: increased, will that decrease the amount ofyard usable for the homeowner. The board members discussed setback requirements Board member Deter proposed increasing the minimum lot size to 18,000 sq ft and requiring the average size oft the lots to be 20,000 sq. ft. Minimum lot width required is proposed to be changed to 100 feet and minimum front set back to: remain at 20: feet, rear setback requirement be increased to 40 feet and side Board member Faulk commented that 15,000 sq. ft. is a small bump up. 18,000 with the 20,000 average square feet will give incentive for conservation development. He stated his support for Option "C" with  be room for lots and infrastructure. Mr. Gordos responded that can'tl be said at this time.  and lot width requirements.  setbacks to be increased to 12 feet.  adding the average lot size requirement.  Motion:  Board member Deter made ai motion to recommend for approval to the Town Council Text Amendment 0-2024-04 increasing the minimum lot size requirement for RCD Subdivisions to 18,000 square feet and require an average lot size inj proposed. RCD developments to be 20,000 square feet and also increase the side setback requirements to 12 feet, rear setback requirement to 40 feet, and  minimum lot width to 100: feet. Board member Faulk The motion passed with a unanimous vote.  Second: Vote:  7. New Business  A. Discussion and Possible Recommendation of an application by ODA Architecture requesting Conditional Zoning Approval for the development of a two-building office Mr. Gordos presented the staff report: The applicant, operating on-site as Polivka International, is proposing the development of two new office/medical office buildings to the east ofthe current office building The two buildings are 10,000 square feet of space each in two stories; closer to Providence Road but behind the current retention pond for stormwater. These buildings are angled towards the entrance along Providence per community feedback provided in one oftwo Community Meetings held for the project. Hunter Farm is directly to the north ofthe site. Weddington Methodist Church is to the south. Harris-Teeter grocery store and other commercially zoned uses are found to While the development proposal can be found to be generally consistent with the adopted Land Use Plan, there are Goals and Policies for which compliance cannot be determined at the present time based upon the level of plans required to be submitted for this phase of development. This proposal matches the existing character of office use and the property is properly zoned MX, Mixed Use. Land uses permitted in the MX zone also need to be explicit to avoid allowing mercantile  expansion located at 13700 Providence Road.  the east, as is' Town Hall.    Town of Weddington 08/26/2024 Page4of8  Regular Planning Board Meeting Minutes  commercial uses that should be in the Business zones, continuing use: for office spaçes and medically Itist the recommendation ofs stafft that the: request for Conditional Zoning to allow for the development of a two office/medical office building generally located at Providence Road and An engineering report made and certified as true and correct by a registered engineer licensed to do 1.7 The routing of stormwater for the predevelopment and post-development conditions oft the 2. Calculations showing the peak estimated rates ofrunoff using a ten-year return period for predevelopment and post-development conditions for the lot, including each stream leaving the 3.C Calculations, plans, and specifications for stormwater retention/detention facilities or other means 4. A statement indicating the rate of post-development stormwater runoff: for the proposed building As statement from the owner acknowledging responsibility for the operation and maintenance of required retention/detention facilities, and to disclose such obligation to future owners. A dedicated Landscape Plan shall be submitted meeting all landscape and buffer requirements oft the Town ofWedding Unified Development Ordinance (Section D-918. General Requirements.) Board member Deter commented on the responsibility oft the applicant to submit a complete application. He specified that septic details and stormwater requirements were not included ini the  offices as requested.  Weddington Road, be recommended for approval with conditions. business in the state. Such report shall include the following:  proposed building lot. proposed building lot. to effect peak rate attenuation.  lot will not be greater than the predevelopment rate: for a 100-year storm.  application. Motion:  Board member Deter made ai motion to table discussion oft the application for 30 days to give the applicant the opportunity to provide all the information required  in the UDO.  Board member Anderson asked about the submittal requirements to be provided at this stage in the process. Board members discussed the development application process. Board member Deter asked ifthere had' been a septic analysis done to determine ift the existing system would support the additional buildings. Mr. Deter: read a statement from the staffreport: "A lack of detail in the submittal in regard to stormwater, septic, setback, parking dimensions, and landscaping make determining full compliance challenging without more detail in the site plan". Mr. Overcash stated Chairman Manning called for order in the meeting. Chairman Manning asked for clarification in the procedure. Mr. Gordos stated that there is no policy to set order ofpresentation. Mr. Gordos clarified that the level ofd detail int the site plan is schematic ini nature and serves as aj preliminary plat consideration in conditional zoning. Not all details are completed. Site plan consideration is roughly Board member Deter withdrew the motion to allow the applicant to: make their presentation. The applicant, Mr. Overcash presented the application. This process has been ongoing over a year. He reviewed the changes made to the plan after the community meeting feedback and the different  that it was: not requested ofhim toj present those items.  compared to preliminary plat in conditional zoning consideration.    Town of Weddington 08/26/2024 Page 5of8  Regular Planning Board Meeting Minutes  steps that have been taken, the applicant has completed a septic design with calculations, a traffic study. To ask for 100% civil set of plans at this point without the conditional zoning approval isn't right. The elevations oft the buildings were changed to be more visually appealing and the layout of Chairman Manning asked was the original septic system designed for the two additional buildings. Board member Setzer questioned why the applicant was adding two more buildings when only one building was agreed to in 2012 and why would the board consider recommendation. Chairman Manning asked ifthat agreement was in writing. Mr. Overcash responded he doesn'th have recollection of that agreement. Board member Deter clarified that the original building was for Mr. Polivka's employees and with two additional buildings are: not only for Mr. Polivka's employees. Ms. Polivka stated that they have been receiving a lot ofi inquiries for office space in the area. Mr. Overcash asked about the agreement for one building as he doesn'tremember it as a condition. Mr. Gordos clarified that from staff perspective this is a conditional zoning and the town has aj new Board member Faulk asked ifwhat was presented is the final building configuration. Mr. Overcash responded that it was. Board member Faulk asked ifa any preliminary work has been done on the stormwater retention. Mr. Overcash responded that it can bej provided. It can be a condition as a part oft the permitting process. Board member Faulk stated that he would rather see these presented so the Board members discussed the setback next to the church and the height oft the buildings. UDO Section D-917C(A)@)requires: all buildings or structures within 50 feet ofresidentially zoned property be limited to two stories and have a maximum building height of3 35 feet. The left building is28 feet from the property line. Board member Jarrell commented that while iti is ai residentially zoned property, the church is not ai residential development, so it is her opinion that the height Board member Deter stated that septic and stormwater are the two biggest issues in town: right now. The requirements for submittal are referenced on the application and the burden should not be on the Town Planner to get the missing elements oft the application submittal. Board member Deter  the buildings on the property was changed. Mr. Overcash said that it was not.  UDO and would rather stick to current standards.  public sees what the Board sees, even with ai rough number on the retention.  doesn'treally matter.  reviewed the missing pieces of the application.  Motion:  Board member Deter made ai motion to table the recommendation of an application by ODA. Architecture requesting Conditional Zoning Approval for the development ofa two-building office expansion located at 13700 Providence Road until the September 26, 2024 Regular Planning Board meeting. The: motion passed with ai majority vote: Board members Jarrell, Faulk, Setzer, and Deter voted in favor. Board member Anderson abstained from voting.  Second: Vote:  Board member Faulk    Town of Weddington 08/26/2024 Page 6of8  Regular Planning Board Meeting Minutes  B. WITHDRAWN DasusionamdRessmmenwplswcaleme gc-a-at--Cb.y-wsw sdMholasidaiBEbepepardsmharoaww. Mr. Gordos stated that this application was withdrawn after the agenda was drafted at the applicant's request. Staff has not determined ifthe application will be on ai future agenda. C.Discussion and Possible Consideration of an entry sign for Luna Subdivision under Section D-918.J. Fences and Walls Permitted Within Yard Areas  Mr. Gordos reviewed Section D-918 Subdivision entry and perimeter walls and entry monuments are not required to be of any specific height or style but are subject to review and approval oft the Board members reviewed the submitted plans for the entry monument for the Luna Subdivision that was approved as a conditional zoning in November 2023. Chairman Manning asked about the lighting. The applicant stated that low underneath the metal roofLED lighting is planned and some uplightinglandscape lighting. Board member Anderson commented to the applicant that plantings  planning board prior to the start of construction.  can be too big in a couple years and may cover the sign. The applicant agreed.  Motion: Second: Vote:  Board member Setzer made ai motion to approve the submitted entry sign for the Luna Subdivision under Section D-918.J. Fences and Walls permitted within yard  areas Board member Faulk  The motion passed with a unanimous vote.  8. Update from Town Planner and Report from the July and August Town Council Meetings  Deal Lake Subdivision  93-lot Conservation subdivision Site Walk/ Charette: 11/28/23 Community Meeting: 5/2/24 2nd Community Meeting: 7/16/24 Planning Board: TBD Real Providence Subdivision Conventional subdivision, 54 lots Planning Board: 6/24/24, TABLED 3308 Forest Lawn Drive Conventional subdivision, 91 lots Community Meeting: 7/11/24 7112 New Town Road  Prop. Land Use: Churches, Synagogues and Other Places of Worship  Community Meeting: 5/22/24, 6/20/24 Planning Board: TBD Deal Road (Keystone) Conventional subdivision, 12 lots Community Meeting: 7/24/24    Town ofWeddington 08/26/2024 Page 7of8  Regular Planning Board Meeting Minutes  149S. Providence Road (Empire) Conventional subdivision, 34 lots Community Meeting: 6/27/24 13700 Providence Road 2additional buildings, MX (CD). zoning Community Meeting: 6/10/24 2nd Community Meeting: 8/5/24  9. Board member Comments  Board member Deter: I appreciate everybody coming out. That's what we're supposed to say at every meeting. Itis ai true statement though. I'm glad to see people getting involved. It think we' rei making really good progress as a Planning Board with our discussions oft topics. Ic can tell that Greg and the Staff are really Board member Setzer: Thank you to Greg and Karen as always. Thank you folks for coming out tonight, it's Board member. Anderson: Ihave a question: does the board have aj policy about members meeting individually with developers when people reach out. Ia ask that because people have: reached out and Idon't want anyone to think I'm speaking for the board. Iwas uncomfortable sol I wanted tol be able to say it's  busy with stuff coming down the road here. always good to see participation.  against the policy.  Board member. Jarrell:Ihave the same question. them to use or not. I'm not holding back with them either.  Board member Faulk: In make it very clear I'm not speaking for the board. Ift they want my insight, that's for  Board member Deter suggested meeting at' Town Hall with the Planner. Board member Setzer stated that he declines the meeting requests.  Board member Anderson: Ialways want to get community input; people come to the farm and ask questions Chairman Manning stated that there isn' 'taj policy and they are allowed to approach board members. Board member Jarrell stated that as ai real estate agent talking to a builder recently that held meetings with board members, and it doesn'tfeel transparent and Ithink our board should be transparent. She stated she has mixed feelings about it. First day ofs school- thank you to all oft the teachers in Weddington and the EC Board member Faulk: Thank you to staffa and everyone for coming. Looking forward to the next one. Chairman Manning: I'll piggyback on Amanda's comment-first day ofschool. Iappreciate our deputies in the area. Iknow they responded to several car accidents today, hopefully with noi major injuries. School's  and talk to me. Iwant to be open, but it felt awkward, SO Ididn'tparticipate.  teams. They are awesome.  back in session! I appreciate everybody coming out.    Town of Weddington 08/26/2024 Page8of8  Regular Planning Board Meeting Minutes  10. Adjournment  Motion: Second: Vote:  Board member Deter made ai motion to adjourn the. August 26, 20241 Regular  Planning Board Meeting at 8:361 p.m. Board member Faulk The motion passed with a unanimous vote.  Approved: Sptmliel 13,2084