* * / - ison Coes Madison, Virginia 22727 Madison County Planning Commission Workshop Meeting Minutes April 16th, 2025 The Madison County Planning Commission Workshop meeting was held in the Madison County Administrative Auditorium at 414 N. Main Street in the Town of Madison, Virginia it was called to order by Chairman Steve Carpenter at 6:30 PM. Brief overview of new iPad setup/functions Allen Nicholls oresented the basic functionality of the new iPads to the Planning Commission members. Determine Presence of a Quorum & Microphone Reminder Chairman Carpenter determined there was a quorum and the first order of business was to adopt the agenda and approve the minutes from the March 5th Joint Planning Commission Meeting. As a quorum was established the following members were present, Chairman Steve Carpenter, Vice-Chairman Pete Elliott, Commissioners Nathan Cowan, Zack Whitman, Mike Snider. James Graves II and Jim Smith. Also, present was Allen Nicholls; Zoning Administrator. Chairman Clay. Jackson fori the Bos was present and Vice-Chairman Carty Yowell was absent. Hannon Wright, County Attorney, attended remotely by GoToMeeting. Adoption of Agenda Commissioner Nathan Cowan moved to adopt the agenda and Commissioner Mike Snider seconded. This motion was carried by all members saying "Aye", none opposed Chairman Carpenter asked to modify the agenda in order to discuss the position of Planning Commission Secretary. Commissioner Nathan Cowan moved to adopt the agenda as amended and Commissioner Mike Snider seconded. This motion was carried by all members saying "Aye", none opposed Public Comment Chairman Carpenter opened the floor for public comment. Hearing none, the floor was closed. New Business 1). Adoption of Minutes - April, 2025 Allen Nicholls informed the Commission of a minor error in the minutes that requires amendment. Commissioner Snider made a motion to approve the minutes as amended and Commissioner Elliott seconded. This motion was carried by Chairman Carpenter, members Graves, Smith, Whitman, Snider, and Elliott saying "Aye", none opposed, and member Cowan abstaining. (Case No. SU-04-25-02) River House at the Swinging Bridge - Special Use Permit (First Workshop) Scott (Taki) Sidley is seeking a special use permit in accordance with Madison County zoning ordinance 4-1-1/3-1- 22 (reference article 20-160A) to operate more than one short-term lodging unit. The subject property is identified as 36 Meadows Ln and further identified as Madison County tax map 21-40. The parcel is 13.24 acres (GIS) and is zoned A-1. Chairman Carpenter read the case. Allen Nicholls gave background for the case. The Planning Commission's attention was brought to the VDH email that was included in their packet. Allen Nicholls presented the site plan on behalf of the applicant, while noting that the applicant was absent, despite stating he planned to attend. Commissioner Elliott inquired if the applicant intends to run a sewer line across the road to tie into the existing system. Allen Nicholls responded that the applicant is exploring that possibility. Chairman Carpenter stated that one of the structures appears to exist in the road based on the drawing. He stated his concern that setbacks may not be met. Member Snider asked for clarification regarding the number of structure involved in the application. Member Smith inquired as to the amount of time allowed by statute for the Planning Commission to act on an application. Allen Nicholls replied that he would find the answer and respond at a later time. Discussion followed regarding whether the application is complete. Chairman Carpenter reviewed the VDH comments. Discussion followed regarding the capacity of the septic system, and plans for the dwelling units of the property. Chairman Carpenter noted that Cabin 3 is problematic. Member Elliott inquired if the improvements were in the flood plain. Allen Nicholls stated that they are not, based on the survey and GIS map. Chairman Carpenter opened the floor for public comment. Hearing none, the floor was closed. Member Elliott and Allen Nicholls discussed parking for the site. With no further discussion, Chairman Carpenter moved to the next case. (Case No. RZ-03-25-1) Jonathan Baughn - Rezoning Application (Second Workshop) Jonathan Baughan has submitted an application to rezoning a portion of his property from A-1 Agricultural) to B- (Business, General) The applicant is seeking the partial rezoning of his property sO that he may operate his artificial turf and hardscaping business out of an existing building. The property that is the subject of this application is located at 3351 Oak Park Rd and is further identified as Madison County tax map 40-40. The property contains approximately 27 acres and is currently zoned A-1. Chairman Carpenter read the case. Allen Nicholls described the plat, and how it illustrates the area that is subject to the rezoning request. The entrance to the property was also described. The applicant had stated he would attend the workshop but was absent. Discussion followed regarding the property entrance. Member Snider spoke on the appropriateness of considering the current use as a home occupation, since the applicant has active building permits for a primary residence. Discussion followed. Chairman Carpenter opened the floor for public comment. Hearing none, the floor was closed. Member Cowan stated that the current use is no different than what many others are already doing in the County, and he would like see the applicant treated the same way. Member Elliot continued discussion regarding the entrance. With no further discussion, Chairman Carpenter moved to the next case. (Case No. RZ-04-25-01) Madison Wood Preservers Rezoning Application (First Workshop) Kari Gaviria, on behalf of Madison Wood Preservers, has applied to rezone property identified as 98 Oak Park Rd (Madison County tax map 39-96, 0.936 acres) and 206 Oak Park Rd (Madison County tax map 39-98, 0.701 acres) from R-2 (Residential, General) to M-2 (Industrial, General). The purpose of the rezoning application is to facilitate the expansion of Madison Wood Preservers. Chairman Carpenter read the case. Allen Nicholls stated that this case is a result of ongoing expansion efforts by Madison Wood preservers. Member Elliott stated that this case is "cut and dry". He suggested that this case be seen in one workshop. Discussion followed. Board of Supervisors Chairman Jackson stated that finding the "line in the sand" to determine which cases require one workshop and which cases require two is challenging. Discussion followed. Kari Gaviria spoke and offered her opinions on where a threshold should be regarding when one or two workshops should be required for applications. Chairman Carpenter opened the floor for public comment. Hearing none, the floor was closed. With no further discussion, Chairman Carpenter moved to the next case. (Case No. SU-04-25-01) Davila/Smith Family Day Home - Special Use Permit (First Workshop) Kelsa Smith and lan Davila are seeking a special use permit in accordance with Madison County zoning ordinance, article 5-2-5 to operate a day care center. The subject property is identified as 401 Burnt Tree Way and further identified as Madison County tax map 58-70F. The parcel is 3.5 acres (GIS) and is zoned R-1. Allen Nicholls clarified that all items required for the application to be heard are in place. Allen Nicholls expressed that the primary concern is the entrance. The easement for access to the subject property is only 20' wide. This area is insufficient in width for a low-volume commercial entrance. As such, the applicant would need to obtain an easement from at least one neighbor in order to obtain the necessary width. Discussion followed regarding all of the regulatory requirements for operating a family day home as defined by the department of education. Member Whitman asked the applicant to clarify the maximin number of children that would be provided care. The applicant stated that she could care for six children before another staff member were required. Discussion followed regarding trip-count and anticipated volume for the site. Hannon Wright asked the applicant if they had approached the neighbors about the potential for widening the entrance. The applicant responded that they have not yet approached the neighbors but intend to do sO in the coming week. Member Elliot inquired about the VDH requirements. Discussion followed. Member Cowan inquired about the specifics of the ages of children being kept. Discussion followed. Member Cowan continued the discussion about VDOT requirements for entrances. Chairman Carpenter opened thei floor for public comment. Hearing none, the floor was closed. With no further discussion, Chairman Carpenter moved to the agenda item. Allen Nicholls nterjected to notify the Chairman that Mr. Sidley, the applicant for Case No. SU-04-25-02, had arrived to the meeting. Discussion among the members resulted in Case No SU-04-25-02 being reopened for discussion. The applicant introduced himself, and gave the reason for his application being that multiple units required a special use permit for short term rentals. The applicant stated that his septic permit was approved today. He decided not to pursue the bungalow across the road being included in the septic system. Discussion followed. Member Snider inquired about the number of uses per acre. Discussion followed. Member Cowan inquired about the difference between the VDH approval letter which stated five bedrooms when the applicant's advertisement states six bedrooms. Discussion followed. Chairman Carpenter inquired with the applicant about the positioning of the building labeled "bungalow three" and whether it encroaches into Meadows Ln. Discussion followed. Chairman Carpenter asked if "bungalow three" is still part of the application since VDH approval has not yet been attained. The applicant responded by telling an anecdote, and not answering the question. Member Snider inquired where the sewage is going now for Bungalow three. The applicant responded by stating all plumbing is disconnected. Chairman Carpenter asked again if Bungalow three is a part of the application. The applicant responded that he would take bungalow three off the website as an available sleeping accommodation. Further discussion followed. Member Whitman inquired about a phased approach for permitting. Discussion followed. Chairman Carpenter inquired further about the VDH permit capacity for septic being lower than the proposed occupancy. Discussion followed. Chairman Carpenter asked to applicant to clarify plans for septic and the building identified as bungalow three by the next workshop. Chairman Carpenter opened the floor for public comment. Hearing none, the floor was closed. With no further discussion, Chairman Carpenter moved to the next item. Discussion of Secretary Position Allen Nicholls inquired as to what the Planning Commission want in regard to their secretary, since their previous is no longer a County employee. Mr. Smith stated that if the position were to be vacated, the position would be filled by regular election. Discussion followed regarding procedures for replacing the secretary. Chairman Carpenter asked that the Zoning Administrator produce the minutes in the absence of a secretary. informational Correspondence Allen Nicholls read the following upcoming cases and agenda items: (Case No. RZ-03-25-1) Jonathan Baughn - Rezoning Application (Public Hearing) Jonathan Baughn has submitted an application to rezoning a portion of his property from A-1 (Agricultural) to B- 1(Business, General) The applicant is seeking the partial rezoning of his property so that he may operate his artificial turf and hardscaping business out of an existing building. The property that is the subject of this application is located at 3351 Oak Park Rd and is further identified as Madison County tax map 40-40. The property contains approximately 27 acres and is currently zoned A-1. Adoption of 2025 Comprehensive Plan (Public Hearing) The Madison County Planning Commission and Board of Supervisors will consider the final draft of the 2025 Comprehensive Plan for adoption. (Case No. 2024-ZOA-12-18-02) Adoption of Personal Campground definition. (Public Hearing) The adoption of a definition for a personal campground is being proposed to allow for by-right recreation on private property but regulate the use of recreational vehicles (RVs) and tents to prevent their use as permanent residences. (Case No. RZ-04-25-01) Madison Wood Preservers - Rezoning Application (Second Workshop) Kari Gaviria, on behalf of Madison Wood Preservers, has applied to rezone property identified as 98 Oak Park Rd (Madison County tax map 39-96, 0.936 acres) and 206 Oak Park Rd (Madison County tax map 39-98, 0.701 acres) from R-2 (Residential, General) to M-2 (Industrial, General). The purpose of the rezoning application is to facilitate the expansion of Madison Wood Preservers. (Case No. SU-04-25-01) Davila/Smith Family Day Home - Special Use Permit (Second Workshop) Kelsa Smith and lan Davila are: seeking a special use permit in accordance with Madison County zoning ordinance, article 5-2-5 to operate a day care center. The subject property is identified as 401 Burnt Tree Way and further identified as Madison County tax map 58-70F. The parcel is 3.5 acres (GIS) and is zoned R-1. (Case No. SU-04-25-02) River House at the Swinging Bridge - Special Use Permit (Second Workshop) Scott (Taki) Sidley is seeking a special use permit in accordance with Madison County zoning ordinance 4-1-1/3-1- 22 (reference article 20-160A) to operate more than one short-term lodging unit. The subject property is identified as 36 Meadows Ln and further identified as Madison County tax map 21-40. The parcel is 13.24 acres (GIS) and is zoned A-1. Other Items from the Planning Commission, Staff, or Public Allen Nicholls checked to see that the new iPads worked correctly, and were sufficient for packet utilization. Discussion followed. Allen Nicholls introduced the topic of SB974ER that was signed into law. Discussion followed. Adjournment Member Cowan made a motion to adjourn, seconded by Member Graves. The motion passed unanimously. End of Minutes: Attest: 7 - - 5. 6/26 /25 Stephen Carpenter, Chairman of Planning Commission Date: Sfafanr Allen Nicholls, Acting Secretary of Planning Commission Date: