Planning Commission Agendas & Minutes

AT THE WORK SESSION OF THE HAMPTON PLANNING COMMISSION HELD IN THE LAWSON CONFERENCE ROOM, 8TH FLOOR, CITY HALL, HAMPTON, VIRGINIA, ON THURSDAY, OCTOBER 3, 2013, AT 3:00 P.M. Commissioners Gregory Williams, Carlton Campbell, Chairman Gaynette LaRue, and Vice- Chairman Tommy Southall were present. Commissioner Mary Bunting arrived at 3:24 p.m. Commissioners Chris Snead and Andre McCloud were absent. Chairman LaRue opened the floor for questions and comments regarding the agenda items. Terry O’Neill, Secretary to the Commission, stated Use Permit No. 1090-2013 was originally heard by the Commission as UP No. 1071-2011. This request is an amendment to conditions to the original case and will bring additional jobs to the site. Senior Planner Mike Hayes stated this request is an expansion of the original request but the applicant is requesting changes to the development of the original site plan. This request requires screening of operations while at the same time allowing flexibility in development of the site. The property is located in the middle of an industrial park. In response to a question from Commissioner Campbell, Mr. Hayes stated the containers will be permitted on the site so long as they are located in the rear and screened from view from the public right-of-way. The applicant will build an addition to the building for a repair shop and office. Chairman LaRue stated she and Commissioner Williams attended a Planning Workshop and found that other communities’ Planning Commissions do not have as much of the initial work done on land use applications as is done by the Hampton staff. She explained there are two things she feels would be helpful to this Commission: 1. Council actions on issues forwarded to them from the Planning Commission meetings. 2. Status report of projects leading up to Commission meetings. Chairman LaRue would like to understand how items such as the Armistead Pointe Master Plan (although more related to Parks and Recreation) relate to the Community Plan. It would be helpful to the Commissioners to see how plans that come through the Community Development Department relate to Community and Master Plans and how the city’s vision comes together. Commissioner Williams also expressed that he would like to see how it all comes together at some point and how the plans impact them as Commissioners. In response to Chairman LaRue, Mr. O’Neill stated the briefings could be held as part of the worksession meetings or the Commissioners could meet outside of the normal meeting days. He will work on generating a starting list and a time schedule. The session should run 1½ hours to allow approximately 20 to 30 minutes per item. This list would be shared first with Chairman LaRue for suggestions. Commissioner Williams expressed he would like to have an agenda at the beginning of the year that would allow for scheduling of joint meetings to be held between the Commission and Council. Commissioner Williams stated he would like to see these joint meetings held at least once a year. Commissioner Williams stated he would like to amend the by-laws to allow each Commissioner a chance for everyone at the dais to have an opportunity to serve as Chairman at least once. Commissioner Campbell stated he respects Commissioner Williams’ request, however, the by- laws were just amended to allow a Chairman to serve two years. The need is there to be chair for two consecutive terms as it helps to have the knowledge of sitting as chair. The opportunity is still there with the staggered terms of service for everyone to serve as chair. Mr. O‘Neill stated to amend the by-laws, a draft would have to be read at a public meeting and then acted on at the second meeting after being read. Commissioner Williams would like to have feedback on the Council’s action on the items sent by the Planning Commission. Commissioner Bunting gave an example of an item forwarded to City Council (TR Development – funeral home/crematorium) with a recommendation for denial. City Council sent the request back to the Planning Commission for further review with changes proffered by the applicant. After further review the Planning Commission returned the request for Council action with a recommendation for approval with the proffered conditions/changes presented by the applicant. Mr. O’Neill stated that these outcomes are already internally tracked; staff will work on providing a status report. The concurrence rate is amazingly high. Mr. O’Neill mentioned the special joint meeting between Council and the Planning Commission to review the new Zoning Ordinance “Use Tables.” This meeting is scheduled for November 13, 2013 and will be held prior to the afternoon session of City Council meeting in the Community Development Conference Room on the 5th floor. The meeting adjourned at 3:33 p.m. AT A PUBLIC HEARING AND REGULAR MEETING OF THE HAMPTON PLANNING COMMISSION HELD IN THE COUNCIL CHAMBERS, 8TH FLOOR, CITY HALL, HAMPTON, VIRGINIA, ON THURSDAY, OCTOBER 3, 2013 AT 3:30 P.M. ITEM I. CALL TO ORDER Chairman Gaynette LaRue called the Planning Commission meeting to order. ITEM II. ROLL CALL A call of the roll noted Chairman Gaynette LaRue, Vice-Chair Tommy Southall, and Commissioners Gregory Williams and Carlton Campbell were present. Commissioners Andre McCloud, Chris Snead, and Mary Bunting were absent. Commissioner Bunting arrived at 3:55 p.m. and Commissioner Chris Snead arrived at 4:08 p.m. ITEM III. MINUTES A motion was made by Commissioner Campbell seconded by Commissioner Williams, to approve the minutes of the September 5, 2013 work session and Planning Commission meeting. A roll call vote on the motion resulted as follows: AYES: Williams, Campbell, Southall, LaRue NAYS: None ABST: None ABSENT: McCloud, Snead, Bunting ITEM IV. STAFF REPORTS Secretary to the Commission Terry O’Neill stated due to the Youth Planners’ class schedules for the new school year, the Youth Planner report will be heard after the agenda items. Public Hearing Procedures Terry O’Neill, Secretary to the Commission, read key points of the Hampton Planning Commission Public Hearing/Comment Rules in order for the affairs of the Commission to be conducted in a courteous and orderly manner. ITEM V. PUBLIC HEARING ITEMS A. Use Permit Application No. 1090-2013: by Schaubach Rentals, LLLP for reconsideration of the prior use permit conditions stipulated in [UP #1071-2011] and to operate a recycling center involving storing, sorting, collecting, and/or bailing of paper and other materials at 310 E Street [LRSN 1000080]. The property is zoned Heavy Manufacturing (M-3), which permits the storing, sorting, collecting, and/or bailing of materials subject to securing an approved use permit. The Hampton Community Plan (2006, as amended), recommends business/industrial uses for this area. Senior Planner Michael Hayes presented the application. The applicant’s request is to expand his current operation located at 310 E Street. Use Permit No. 1071-2011 was approved permitting the current operating recycling center along with a future phase 2 Planning Commission Minutes 20130801 Page 1 expansion; this request is to amend the conditions of that Use Permit. The conditions attached to the existing use permit include a site plan. Another condition prohibits the operator from storing containers on site. The operator would now like to go forward with an expansion in a different configuration and include the storage of outdoor containers as part of the operation. The expanded state of operation is supported by the Hampton Community Plan (2006) as amended); conditions have been drafted to appropriately address the requested changes. Rather than tying the operator to a specific site plan, language is included which requires screening of operations while at the same time allowing flexibility in development of the site. Additionally, the storage of empty containers would be permitted on the site so long as it occurs in the rear and is screened from view from the public right-of-way. Conditions would remain in place which address hours of operation, debris and litter, delivery of material, types of materials, licensure, and revocation; any waste material that is not recyclable will be taken out, separated, and dealt with properly. Any empty containers used for storage must be appropriately screened from the right-of-way. Materials must remain inside the structure. The property is zoned M-3 (Manufacturing District) and the Hampton Community Plan (2006, as amended) recommends business/industrial uses in this area. The property is located in a long-standing industrial park and has appropriate vehicular access for the truck traffic associated with the operation. New development on the site must meet all applicable codes and ordinances and there is vacant space onto which the applicant can expand. Staff recommends approval of Use Permit Application No. 1090-2013 with the amended conditions. In response to a question from Commissioner Campbell, Mr. Hayes stated the Code Inspectors had previously checked the site and citations were given regarding some of the containers; the issues were cleared prior to this meeting. Applicant James Schaubach of Bay Disposals, 310 E Street, stated when it was determined the containers on the E Street side were not allowed they were all brought inside. His neighbors, however, are allowed outside storage. In moving forward with this operation the containers will be moved to the back where they can be screened until new construction begins. Mr. Hayes stated the screening will be an opaque fence, shrubbery, or trees to make certain the containers are not visible from the street. Mr. Schaubach stated no community meeting was held because the operation is located in an industrial park and the neighbors had no objections. There were no public speakers. After discussion, the Commission approved the following resolution: WHEREAS: the Hampton Planning Commission has before it this day a proposal by Schaubach Rentals LLLP to amend the conditions of Use Permit No. 1071- 2011, to expand the previously permitted recycling sorting center at 310 E Street [LRSN 1000080]; Planning Commission Minutes 20130801 Page 2  WHEREAS: the property is located in Copeland Industrial Park and is currently in operation as a recycling sorting center; WHEREAS: the Hampton Community Plan (2006 as amended) recommends business/industrial use for this property; WHEREAS: the site is currently zoned Heavy Manufacturing (M-3) District, which permits sorting centers with an approved use permit; WHEREAS: nine conditions are proposed which would permit the storage of containers outside but continue to prevent the storage and sorting of materials outside, add standards for screening the property, continue to limit the hours of operation, require appropriate licensure, limit the types of materials to be processed on site, address inspection, and provide avenues for nullification and revocation; and WHEREAS: no one from the public spoke for or against this proposal. NOW, THEREFORE, on a motion by Commissioner Carlton Campbell and seconded by Commissioner Gregory Williams, BE IT RESOLVED that the Hampton Planning Commission recommends to City Council approval of Use Permit Application No. 1090-2013, subject to nine (9) conditions. A roll call vote on the motion resulted as follows: AYES: Williams, Campbell, Southall, LaRue NAYS: None ABST: None ABSENT: McCloud, Snead, Bunting ITEM IV. STAFF REPORTS (moved from earlier in the agenda) A. Youth Planner Report Junior Youth Planner Michael York stated the Hampton Youth Commission (HYC) held two meetings in September; all of their meetings will be held on Mondays. The first meeting held at the Teen Center on September 9, 2013 had training on Places to Go and Things to Do. It was appropriate to have the meeting at the Teen Center as it is directly related to teens. An Armistead Pointe Master Plan meeting was held at the Boo Williams Sports Complex on September 26, 2013. There was a Youth Planner and Youth Commissioners in attendance to provide a youth perspective along with the adults attending, A Youth Summit by the Youth Consulting Alliance was held at Thomas Nelson Community College and hosted by the Citizen’s Unity Commission on September 28th. The topic was Diversity and Inclusion, and there were a variety of workshops with high youth attendance. Planning Commission Minutes 20130801 Page 3  Senior Youth Planner Chyna Matheny, Neighborhood Youth Planner Chris Hurt, and adult staff members Tolu Ibikunle and Rashida Costley-Clarke hosted a workshop on Youth Civic Engagement at the Virginia Statewide Neighborhood Conference on September 20, 2013. This workshop was an opportunity to share best practices and encourage other localities to support youth civic engagement. In response to a question from Commissioner Campbell, Michael stated he is a junior at Hampton High School and was a Youth Commissioner before becoming a Youth Planner. He stated he wanted to be involved in city and local government and have an opportunity to provide his voice with the possibility to make a change. ITEM VI. COMMUNITY DEVELOPMENT DIRECTOR’S REPORT A. CIP PROCESS UPDATE Terry O’Neill stated Gloria Washington, Director of Budget, and members of her staff are present and will give an update to the Commission on the Capital Improvement Plan (CIP) process. CIP Coordinator Sunshine Torrey stated the CIP process has started and receipt of applications will begin on October 13, 2013. The CIP Road Shows will begin within the community to obtain community feedback. The purpose of this informal gathering is to introduce her as the new coordinator and obtain any feedback the Commission may have to help them better tailor the process to what the Commission would like to see moving forward. Commissioner Williams stated he has recently been through training and has learned a lot about the CIP and how things move forward and are coordinated and integrated into the Community Plan. Mr. Terry O’Neill stated from this point forward in the process until the final public hearing, the intention is to have regular updates given on the CIP process at the Planning Commission work sessions unless more formal action is needed. Information requests can be made by contacting either he, Donald Whipple, who is the Community Development point person for the CIP process, or Sunshine Torrey. In response to a question from Commissioner Campbell, Ms. Torrey stated the first road shows starts this month and they will run through the end of November. In response to a question from Chairman LaRue, Ms. Torrey stated the Planning Commission’s part in the CIP process is to help align the Capital Improvements with the Community Plan and the Master Plans. A list of the submissions will be compiled and given to a CIP Committee where they will be ranked and prioritized based on certain criteria. Commissioner Bunting stated Donald Whipple, of the Community Development Department, is on the CIP Committee that reviews the items for rank and priority and sees that the items are in line with the projects that are already in place. There is a joint committee that oversees the disciplines. There are CIP needs that are not strictly initiatives and thought of as Community Plan Projects in the Community Plans, i.e. taking care of existing buildings and parks. The CIP should be in alignment with and advance objectives of Planning Commission Minutes 20130801 Page 4 the Community Plan. A joint committee works on these and progress should be seen on projects being funded. B. COUNCIL/HRHA – HOUSING TOUR Mr. O’Neill stated the other item under the Director’s Report is that Council and the Hampton Redevelopment and Housing Authority (HRHA) had a joint work session and tour last week that focused on housing in the community. It was a productive session with a discussion afterwards. These discussions will be ongoing. Commissioner Campbell stated he took the opportunity to participate in the tour; it was well put together with an agenda that was followed, an opportunity to observe communities, some of which he was not even aware. One of the locations, a recent HRHA development - Old Point Townhomes - was one of the sites visited. This very well constructed site is not what is generally considered traditional public housing. The challenges of the city and its communities were seen when old and new construction was visited. The opportunity was there to observe and interact with the community regardless of where people live. The discussion after lunch was engaging and Commissioner Campbell stated it would be a good idea for the Planning Commission to be able to do this once or twice a year so they could check out the areas on which they are asked to act. Commissioner Williams expressed regret that he missed this tour but would like the opportunity to go out into the community. Mr. O’Neill replied he would work on Commissioner Williams’ request. Commissioner Campbell stated Planning staff showed an interest in the planning process, presentation, and coordination of this venture and it was a pleasure to work with them. Commissioner Bunting explained that City Council is trying to “get out and about” in the community and are now planning a second meeting; doing this gives the people in the community--who may not be able to come to meetings--an opportunity to see and hear from Council members and city officials. Commissioner Bunting welcomed the public and the Planning Commissioners to come along. Chairman LaRue commended City Council for doing this and stated she is not aware of this being done by other communities. ITEM VII. ITEMS BY THE PUBLIC There were no items by the public. ITEM VIII. MATTERS BY THE COMMISSION There were no matters by the Commission. ITEM IX. ADJOURNMENT There being no further business, the meeting adjourned at 4:12 p.m. Respectfully submitted, Planning Commission Minutes 20130801 Page 5  ___________________________________ Terry O’Neill Secretary to the Commission APPROVED BY: ________________________________________ Gaynette LaRue Chairman Planning Commission Minutes 20130801 Page 6