Mnasqve/omnglagma PLANNING COMMISSION  The Planning Commission held a regularly scheduled meeting on Thursday, October 3, 2024, at 5:30 Planning Commission members present: Jason Horne, Chair; Lonne R. Bailey, Vice Chair; Frances Coles, Secretary; C.G. Stanley, Town Council Representative; Cynthia Gunnoe; and Brock Malcolm  p.m. in the Town Municipal Building Council Hall.  Planning Commission members absent: (One vacancy)  Town Staff present: Mary Zirkle, Director of Planning and Community Development and Cathy  Johnson, Clerk oft the Commission Town Staff absent: None CALLTOORDER:  The Chairman called the meeting to order at 5:30 p.m. DETERMINATIONOF: QUORUM:  There was a quorum to conduct business with six members present. REMARKS BY CHAIRMAN. & MEMBERS:  Ms. Bailey thanked the Town for its hard work during the last storm that damaged a tree in her yard and  took out power.  APPROVALOFMINUTES:  Upon a motion by Mr. Malcolm and seconded by Ms. Bailey with six members voting in favor, the  September 5, 2024, minutes were approved as presented. STAFF & COMMITTEE REPORTS:  None.  NEW BUSINESS: None.  UNFINISHED BUSINESS:  The Chair advised those in attendance that the Planning Commission held a public hearing for a rezoning request for a new phase adjacent to the Governor's Hill residential development on September 5,2024. He mentioned that the public hearing was closed. He stated at the last meeting the action was tabled until the developer and White Engineering met with the adjoining property owners and was  10/3/24 Planning Commission Minutes Page 1of4    allowed to get more information. He said the Planning Commission and staff received additional concerns and emails from homeowners after the public hearing. The Chair agreed to go over certain On behalf of the developer, Jamey White with White Engineering provided additional information and updated the Commissioners. He provided a revised plan and amended proffers before the meeting was called to order. He stated that the developer met with adjoining property owners to resolve the buffering issue brought up during the public hearing about the proposed berm or to create a spatial buffer. He stated that after listening to feedback, the key modification was to deed 33 feet ofl land to each adjacent owner allowing a land buffer. He explained that land will also be transferred to the owner at 1200 Crest Ridge Drive next to the detention pond. There will be a plan to divert the runoff into the creek. The developer is looking to create an agreement letter for the landowners to sign. Each owner will be responsible to maintain their own land. Mr. White directed attention to the hatched area on the concept map and stated that will be the deeded areas. The developer wanted to modify the plans and proffers to take out the proposed berm since the land is transferred instead. Regarding another access onto Burks Hill Road, it is being worked on but not guaranteed. The developer spoke to adjacent landowners but he plans to move forward with one access. Mr. White stated since the proposed development traffic impact is below VDOT requirements, a traffic study is not required. The developer wanted to help correct the Based on the bullet point document of concerns from Cindy Watson, President of Governors Hill of Bedford Homeowners Association, Inc., the Chair stated that the Planning Commission can not require a traffic study. He stated that the construction bond has nothing to do with the Planning Commission. The Planning Commission cannot be involved in outside agency's enforcement. He added that a site plan is required and is normally approved by the Town with approval from other outside agencies. The Chair asked for a motion to recommend or not recommend a consideration of a request for a rezoning from R-1, Single Family Residential to R-3, High Density Residential for Governor's Hill Section 3 with up to 184 single family lots. (Parcels 251-A-1T & 251-A-2T). The requester is Ms. Gunnoe made a motion to recommend approval to consider a rezoning from R-1, Single Family Residential to R-3, High Density Residential to Town Council. Mr. Horne seconded the motion. The Chair opened the floor for discussion. Ms. Gunnoe stated if the property is not rezoned, we lose control without proffers. She stated that her main reason for her decision was the buffer proffer is better for the existing homeowners. Mr. Horne agreed. Mr. Stanley stated that the ideal solution is to get an entrance onto Burks Hill Road because Crest Ridge Drive is too narrow. Ms. Coles was also concerned about the traffic with just one entrance into the development. She wanted the developer to take care of the current problems discussed during the hearing. Ms. Bailey was also concerned about the traffic impact. Mr. Malcolm asked could the developer still build 130 homes with a single entrance as a by right use? Ms. Gunnoe asked staff to verify how many homes will be allowed by right. Ms. Zirkle explained that based on the percentage ofi infrastructure of 10% and acreage, about 173 homes could be  bullet points to address the community's conçerns without opening the hearing.  existing stormwater drainage issues.  Ranbowellen, LLC.  allowed by right.  The Chair asked for a roll-call and the votes are as follows to recommend approval:  Mr. Stanley Ms. Coles Ms. Gunnoe  Nay Nay Aye  10/3/24 Planning Commission Minutes Page 20 of4    Mr. Malcolm Ms. Bailey Mr. Horne  Nay Aye Aye  The Planning Commission voted 3-3, with one vacancy, to recommend approval. Staff stated that the The second item was related to the first discussion, the Chair opened the floor to recommend or not recommend a consideration of a request for a conditional use permit for a model home with sales offices and parking in the R-3 residential district (Parcels 251-A-1T & 251-A-2T). The requester is The Chair asked for a motion. Mr. Stanley made a motion to not recommend approval and Ms. Coles The Chair asked for any discussion. Ms. Gunnoe asked about the timeframe. Mr. White stated that iti is not an actual office and open houses will be held Mondays and Saturdays. The clientele will not be parking on the street, but on the adjacent lot. The model office will be converted into a house and the  vote was tied and will go before Town Council in November.  Ranbowellen, LLC. seconded.  parking area will be graded and built on.  The Chair asked for a roll-call and the votes are as follows to not recommend approval:  Mr. Stanley Ms. Coles Ms. Gunnoe Mr. Malcolm Ms. Bailey Mr. Horne  Aye Aye Nay Nay Aye Aye  The Planning Commission voted 4-2, with one vacancy, to not recommend a conditional use permit fora model home with sales offices and parking in the R-3 residential district to Town Council. Ms. Zirkle announced to those in attendance that both recommendations by the Planning Commission The third item of unfinished business, the Commissioners continued the zoning ordinance text amendments discussion from its June 6 meeting. Each change was discussed in order of the draft ordinance. There was agreement on all drafted changes except for discussion related to the lighting intensity of digital signs. Members discussed how to calculate the intensity of brightness for signs in dark or rain conditions. They asked staff to provide clarification on regulating that as a percentage of daylight brightness or other means. Ms. Zirkle advised the Chair to ask for a motion to initiate ordinance amendments for public hearing. The Chair asked for a motion to initiate ordinance amendments, excluding one line of the digital signs, for public hearing. Ms. Gunnoe made the motion and Mr.  will be forwarded to Town Council for public hearings on November 12.  Malcolm seconded. The Chair asked fora a roll-call vote as follows:  Mr. Stanley Ms. Coles Ms. Gunnoe Mr. Malcolm Ms. Bailey  Aye Aye Aye Aye Aye  10/3/24 Planning Commission Minutes Page 3of4    Mr. Horne  Aye  The Planning Commission voted 6-0, with one vacancy, to initiate ordinançe amendments for public Ms. Zirkle wanted to clarify ift the hearing will be held at the November or December meeting. With the consensus of Commissioners, the Chair agreed to hold the public hearing in December to allow for clarification of the digital sign brightness. Changes would bei initiated at the November meeting. The fourth item of discussion, Ms. Zirkle gave a comprehensive plan update. She shared that EPR had received 45 survey responses and discussed the Bedford Centerfest outcome where staff had a booth to Ms. Zirkle stated that the next step is to hold stakeholder meetings. She stated that Todd Gordon with EPR, P.C. wants a list ofstakeholders from the Commissioners. She offered a suggestion by asking the members to think about who you want to be in the room. She added consider as an example, those to include professionals and owners of potential development tracts. When asked about after the list is compiled how many stakeholders should meet together? Mr. Horne asked do we want to hold a meeting with 20 or 30 stakeholders? Ms. Zirkle replied twenty is good and think about what is manageable and focus. Both Mr. Horne and Mr. Stanley agreed not to have 75 people in a room because nothing will get done. Ms. Zirkle directed attention to page 4 oft the Public Engagement section of the Engagement and Management Plan submitted by EPR, P.C. to the Planning Commission. She concluded that the plan is top pull together a stakeholder meeting. Mr. Malcolm asked if the local student government can be on the list. He wanted to know what future generations would like to see in the Town. Ms. Zirkle agreed that he can add that to the list. Ms. Zirkle stated that she will start the survey inserts for the Town electric Finally, Ms. Zirkle stated that after the next Town Council meeting, there will be a new member appointed to fill the vacant Planning Commission seat. Mr. Malcolm thanked staff for sending a message to personal emails in addition to the Town account. Ms. Zirkle stated that she has been blind- copying the email addresses of the Commissioner's personal email account to inform them to check their Town account. She reminded them when replying to an email not to "Reply to All" to avoid a  hearing.  talk with people about the survey.  bills.  meeting. None.  PUBLIC COMMENTS: ADJOURNMENT:  There being no further business, the meeting adjourned at 6:32 pm. The next scheduled meeting will be  on' Thursday, November 7, 2024, at 5:30 pm. Cathy Johnson, Clerk ofthe Commission Approved on November 7, 2024.  Respectfully submitted,  haness B Loles Frances B. Coles, Secretary  10/3/24 Planning Commission Minutes Page 4of4