MEETING MINUTES TOWN OF PURCELLVILLE PLANNING COMMISSION MEETING THURSDAY, FEBRUARY 6, 2025 TOWN HALL COUNCIL CHAMBERS Video Link: hpnmahileammiumsmsinziMis. id-l&redirect-true COMMISSIONERS PRESENT: Ronald B. Rise, Chair Brian Green, Vice Chair Christopher Bertaut, Town Council Member Troy Brown, Commissioner William Hombach, Commissioner Matthew Davis, Commissioner Ryan Feber, Commissioner COMMISSIONERS ABSENT: None STAFF PRESENT: Summer Wilkes, Director ofPlanning and Community Development; Kendall Wisniewski, Planning Operations Coordinator CALLTO ORDER: Chair Rise Called the meeting to order at 6:30pm. The Pledge of Allegiance followed. AGENDA AMENDMENTS: Chair Rise stated that he has four proposed agenda amendments. He then read aloud from page 2 Article 3 Officers and their Selection, of the current Planning Commission Bylaws which states the election of officers are to be held at the second meeting in March. He proposed to extend his term as Chair and Mr. Green's term as Vice Chair to the second meeting in March. Commissioner Hombach made the following motion: "I, Commissioner Hombach, motion to extend the appointed members Ronald Rise as Chair and Brian Green as Vice Chair from February 6, 2025 to the second regular meeting on March 20, 2025 when new elections will be held for officers as to align with the amended July 9, 2024 Planning Commission Bylaws." Vice Chair Green seconded the motion. Director Wilkes attempted to call a point of order but Chair Rise did not allow her to speak further. Chair Rise then asked if there was any discussion from the Commission. Commissioner Hombach and Chair Rise reiterated that it is a good idea to be in line with the Bylaws. Director Wilkes attempted again to alert the Chair to the need to amend the agenda before making this motion, but Chair Rise did not allow her to speak further. 1Page Council Member Bertaut arrived at 6:37pm. Commissioner Hombach reread the motion on the floor. (Carried 5-0-2 Abstained, Hombach: Aye, Green: Abstained, Feber: Aye, Davis: Aye, Brown: Aye, Bertaut: Aye, Rise: Abstained) Before presenting his second agenda amendment, Chair Rise pointed out that the draft agenda for this meeting was sent to the Chair and Vice Chair on Wednesday the 29th for their review which included an item for approval of minutes from the January 23rd special meeting. He proposed to table approval of minutes to the next meeting when these meeting minutes will be available. The Commission unanimously proclaimed to table the approval of the January 23rd meeting minutes to the next meeting. Before presenting his third agenda amendment, Chair Rise read aloud sections of the Regular and Revised Agenda Development Process for the Planning Commission, Adopted by the Town Council on June 25, 2024. He explained that the draft agenda was sent out on Wednesday which is two days later than the Monday deadline, and that he and Commissioner Hombach came up with two items to be included into the agenda packet, which were sent to the planning staff on Thursday night. He then asked to get a motion to add discussion items lla. and 11b. to the agenda. Commissioner Hombach made the following motion: "I, Commissioner Hombach, move to include discussion item lla. 5-Year Comprehensive Plan Proposed Amendment Review Status Track Changes and item 11b. Planning Commission Bylaws Update. 29 Vice Chair Green seconded the motion. Council Member Bertaut asked for the second item to be reread. Commissioner Hombach reread proposed item 11b. Commissioner Brown asked ift the Commission will have any documents or reports available for these discussions. Chair Rise explained that these items would just be a discussion without any documents. (Carried 7-0, Bertaut: Aye, Brown: Aye, Davis: Aye, Feber: Aye, Green: Aye, Hombach: Aye, Rise: Aye) Before presenting his fourth agenda amendment, Chair Rise read the section titled Final Agenda Packet from page 2ofthe Regular and Revised Agenda Development Process for the Planning Commission. Adopted by the Town Council on June 25. 2024. Chair Rise proposed removing item 9.b Zoning Ordinance Adoption Process- Website Overview as there was no staff report posted in the agenda packet for the item for the Commission or the public to review. Vice Chair Green made the following motion: 2IPage Ij propose item 9.b Zoning Ordinance Adoption Process- Website Overview to be removed from this meeting agenda. Commissioner Brown seconded the motion. Chair Rise asked if there is any discussion. Vice Chair Green explained that he agrees that the Planning Commission should get any documents before the meeting SO they are prepared for discussion. Commissioner Hombach voiced that a website overview does not seem to need comprehensive understanding prior to the meeting and that he is not sure what that item entails. Commissioner Hombach asked Director Wilkes ifthis item requires any action or response from the Commission. Director Wilkes said that this was intended to be an informational item that would take 5 minutes and does not really require a staff report. She further stated that she is happy to put something together as she is in agreement that every agenda item should have adequate materials and input, including Chair Rise's 4 agenda amendments. (Carried 6-0-1 Abstained, Hombach: Abstained, Green: Aye, Feber: Aye, Davis: Aye, Brown: Aye, Bertaut: Aye, Rise: Aye) Commissioner Hombach made the following motion: I move we accept the agenda as completed. Chair Rise summarized the items in the updated agenda. Vice Chair Green seconded the motion. (Carried 7-0, Bertaut: Aye, Brown: Aye, Davis: Aye, Feber: Aye, Green: Aye, Hombach: Aye, Rise: Aye) COMMISSIONER DISCLOSURES: None. CITIZEN COMMENTS: None. COMMISSIONER COMMENTS: Commissioner Brown shared that he started the Certified Planning Commission course last week. Vice Chair Green recalled that his favorite part of the Certified Planning Commission course was being able to interact with people from other areas. Commissioner Hombach noted that he will be doing the online version of that course. 31Page Chair Rise shared that he was invited to bring his 1970 vintage Corvette to the auto show in DC where he was able to speak with people from all over the DMV. He explained that several people knew of Purcellville specifically for Monk' S BBQ. COUNCIL REPRESENTATIVE REPORT: Council Member Bertaut shared that there is an item on the upcoming Town Council meeting agenda to initiate the 5-year Comprehensive Plan review including the Planning Commission's recommended amendments. He then requested from the Chair and Vice Chair a timeline for completing that work for its inclusion in the proposed resolution initiating the review. PLANNING STAFF REPORT: 8.a Work Plan Update Director Wilkes started explaining that she wanted to address a concern she had regarding the first agenda amendment that was made. Chair Rise interjected asking ifher work plan was part of any of the agenda amendments. She stated that the problem is the amendment was not good because the motion was not good. Chair Rise interrupted her comment stating that she can correct him offline and at another time. He then asked her to give her work plan update report. Director Wilkes shared that there are no updates to the work plan since the last meeting and that she had a separate update prepared for the Zoning Ordinance item that has been removed from the agenda. She then asked if the Commissioners had any questions about the work plan, which can be found in the agenda packet. Council Member Bertaut asked how item 6) Loudoun County Arts Plan falls under the purview oft the Planning Commission. Director Wilkes shared that it is an information item and that whatever recommendations Purcellville provides for the Arts Plan will likely be incorporated into the Comprehensive Plan. Chair Rise stated that he would like that removed from their work plan as he does not see that it has any value to the Commission or is within their purview. In addition to that, he also does not think that item 7) Focus Area Plan falls under the Planning Commission's purview, but the BAR's, because it includes the Design Guidelines. Chair Rise then called on Director Wilkes to explain why this is part of the Planning Commission's Work Plan. Director Wilkes summarized the request for funding for the Focus Area Plan which, if funded, would involve the Planning Commission- the Comprehensive Plan calls for more detailed planning for each focus area, and this would be the first one. Chair Rise stated that he is interested in getting involved in the transportation part oft the plan but the Design Guidelines would fall under the purview of the BAR. Moving on to item 5) Western Loudoun Recreation Center/Parks, Rec & Open Space Plan, Chair Rise asked if the Open Space Master Plan was under the Planning Commission' s purview in the Comprehensive Plan. Council Member Bertaut said he does not think that it is specifically designated to the Planning Commission and will look into it. Chair Rise then asked Director Wilkes about the status oft the traffic study for the Rec. Center project. She stated that it is still in draft form. Commissioner Hombach noted that the Rec. Center project would affect the future land use fori the West End focus area that we need to plan for. Chair Rise agreed and noted that that concern is very far down the line. 4Page Regarding item 3) Comp Plan Annual Review of the Work Plan, Chair Rise asked Director Wilkes where this directive came from. Director Wilkes stated that it comes from the Comprehensive Plan itself. Chair Rise read aloud part of page 120 of the Comprehensive Plan regarding the annual review which states that there is a checklist monitoring the recommendations in the Plan and Town Officials should meet once a year to determine which recommendations to work on over the upcoming year. He then asked what the definition of "Town Official" is. Director Wilkes stated that the Town Council and the Planning Commission are Town Officials. He noted that State Code lists reviewing the Comprehensive Plan as a duty oft the Planning Commission once every 5 years to determine ift the plan needs to be amended. Chair Rise continued reading from page 120 ofthe Comprehensive Plan sharing that the Town should evaluate the accomplishments and areas to improve on from the last year and that the annual review should occur at the same time as the budgeting cycle to include capital improvement projects and other programs with the goals oft the plan as well as any land use and development changes. Commissioner Hombach stated that an annual review may be a matter of due diligence ifthe plan has enough granularity to be adjusted each year or if there are major changes within the town that year. If not, then the annual review should be a pretty quick process. Chair Rise agreed and explained that reviewing the Comprehensive Plan annually has been overshadowed by other projects in the past, SO the 5-year review is intended to make up for this. Director Wilkes shared Planning Manager Lawrence's Comprehensive Plan Annual Review report from 2024, which was presented to the Commission last October. Commissioner Brown asked if they are working to determine ift they need to do an annual review or not. Chair Rise explained that there is a list of potential amendments to the plan that have been collected since 2020 and that there is discontinuity between a formal review and just a review sO the Planning Commission needs to decide how to approach the upcoming Comprehensive Plan update. Director Wilkes reminded the Commission that the Planning Commission Work Plan is a dialogue between them and the Town Council. They can propose recommendations and changes to the Plan and present them to Council. Vice Chair Green asked Council Member Bertaut if the Commission received work from the Town Council to modify the Transportation Plan to remove references to the Northern Collector Road. Council Member Bertaut replied that the Town Council did officially pass that item to remove references to the Northern Collector Road from the Comprehensive Plan. Commissioner Hombach clarified that removing the NCR is a proposed amendment that will be implemented into the Comprehensive Plan during the upcoming update. Director Wilkes informed the Commission that Planner Andrews has been at FEMA training all week and once his courses are complete, he will be the Certified Floodplain Manager for the Town. DISCUSSION ITEMS: 9.a Comprehensive Plan 5- Year Review Commissioner Hombach shared that he is in the process oft taking the list of Comprehensive Plan amendments and creating a presentation for the Commission to work through and discuss each 5IPage amendment and its impacts to the town. He said that he will have something to present at the next meeting. Chair Rise asked Commissioner Hombach to establish a high-level schedule that Council Member Bertaut had requested for the Comprehensive Plan Update. 9.b Bylaws Review and Update Chair Rise wants 2 Commissioners to review the Bylaws and make sure that there is no disconnect from the State Code, Town Charter, etc. Commissioner Brown and Chair Rise agreed to work on this project and wants it tracked on the Planning Commission Work Plan. Chair Rise reminded and encouraged the Commissioners to request/propose discussion items for upcoming meeting agendas. ADJOURNMENT: With no further business, Commissioner Feber motioned to adjourn at 7:46pm. RB Ronald B. Rise, Chair Knda Mo, Kendall Wisniewski, Planning Clerk 6/Page