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, JANUARY 2, 2014, AT 3:00 P.M. Commissioners Gregory Williams, Carlton Campbell, Andre McCloud, Chairman Gaynette LaRue, and Vice-Chair Tommy Southall were present. Commissioners Mary Bunting and Chris Snead were absent. Commissioner Williams stated (if he didn’t already live in Hampton and) if he were to move to Hampton he would like to know there would be someplace to find state of the city information and maybe one or two charts providing information on the city such as employers, housing and crime statistics; something to show the trends with everything located in one place. As a Commissioner, this information would be helpful if readily available in his Planning notebook if he is asked a question. Another concern is to be able to track a project from beginning-to-end. Chairman LaRue stated she would like the Commissioners to be informed with some type of status report on projects from when a project starts; following through once the Planning Commission recommendation is made to Council; what the Council action was; and follow-up from there until completion. Terry O’Neill stated that process has not yet been started. Commissioner McCloud stated one way to become more intimately involved with what is going on within our City is to attend Council meetings whenever possible. Commissioner Campbell stated in his observation the Commissioners are privileged with the support of Planning Division staff at their disposal and that other localities may not have the same support. Mr. O’Neill explained that vital community statistics are available. Before becoming more computerized, these reports were put together twice a year. If the City Manager were at this meeting she may state that there has not been a status report or community report card, but work is being done and the time is getting closer to when the information covering indicators and measurements is on the City’s web site. Commissioner Williams stated those people coming from out of town or those who do not have access to computerized information would like a “snapshot” of this information. Mr. O’Neill mentioned that Neighborhood Development Associate Jonathan McBride had attended a presentation for choosing a software vendor that would allow for this information to be put together. Worksession Minutes 20140102 Page 1 Commissioner McCloud stated this issue came about at a previous joint meeting of the Planning Commission and City Council and it was determined that funding was not available at that time. Mr. O’Neill stated the enormity of the data involved is the issue. It is his understanding that our IT Department has been given the go-ahead to find a pilot program. Chairman LaRue stated one of the highly ranked issues is that people invest in their vision of the city and would like to know what has happened. Vice-Chair Southall stated he understands what Commissioner Williams means about people coming to Hampton from out of town. Hampton does not promote itself. If information is out where it can be seen, it could help change the image of Hampton. Commissioner Williams stated he and Chairman LaRue were given the “small town” book for training at the Planning Workshop they attended. In looking at Hampton it does not seem it has a downtown; it has different areas but nothing that brings it together. Chairman LaRue stated Hampton has Master Plans that are community specific, but she does not see how they all fit together even though there is a Master Plan. Vice-Chair Southall stated people in the Master Plan areas do not know what is going on because they cannot see the whole picture. Chairman LaRue stated the CIP might be able to help with this process. Mr. O’Neill stated comments from this work session will be taken back to staff and staff will work on ways to generate the information. Worksession Minutes 20140102 Page 2 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, JANUARY 2, 2014 AT 3:34 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, Commissioners Gregory Williams, Carlton Campbell, and Andre McCloud were present. Commissioners Chris Snead and Mary Bunting were absent. Commissioner Snead was noted as present at 3:50 p.m. ITEM III. MINUTES A motion was made by Vice-Chair Tommy Southall, seconded by Commissioner Andre McCloud, to approve the minutes of the November 13, 2013 Planning Commission and City Council Special Joint Session. A roll call vote on the motion resulted as follows: AYES: Williams, McCloud, Southall, LaRue NAYS: None ABST: Campbell ABSENT: Snead , Bunting A motion was made by Commissioner Carlton Campbell, seconded by Vice- Chair Tommy Southall, to approve the minutes of the December 5, 2013 work session and Planning Commission meeting. A roll call vote on the motion resulted as follows: AYES: Williams, Campbell, McCloud, Southall, LaRue NAYS: None ABST: None ABSENT: Snead , Bunting PUBLIC HEARING PROCEDURES Mr. 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 IV. PUBLIC HEARING ITEMS There were no public hearing items. PC Minutes 20140102 Page 1 ITEM V. COMMUNITY DEVELOPMENT DIRECTOR’S REPORT A. Diana Schor, Youth Civic Engagement Terry O’Neill stated he had received notice from Diana Schor that she would be unable to attend the meeting as she was snowed in and could not get out of Boston. The date can be rescheduled to allow the Planning Commission and the Youth Commission to meet together with Ms. Schor. In response to a question from Chairman LaRue, Mr. O’Neill stated Ms. Schor is currently working on her dissertation and is attending Brandeis University for her doctorate. Ms. Schor was involved with Hampton prior to working on her dissertation and will have even more to share in a couple of months. Another date will be planned to allow a meeting of the Planning Commission and Youth Commission with Ms. Schor. B. Youth Planner Report Senior Youth Planner Chyna Matheny stated the Hampton Youth Commission held a joint meeting with the Newport News Mayor’s Youth Commission. The two commissions discussed each others’ roles and the potential for collaboration on future projects. On December 17, 2013 the Youth Planners and Youth Commission attended a meeting with Chief Terry Sult of the Hampton Police Division to discuss the current youth violence. The youth were given the opportunity to ask questions and discuss concerns they felt were important within the youth community. Possible solutions were discussed. The Places To Go and Things To Do Committee continues to work on developing a program that will encourage more youth-friendly businesses in Hampton. The committee is still exploring options on how the program will be structured and figuring ways to appeal to youth and businesses of Hampton. In addition, the Caring Relationships Committee has begun gathering feedback from youth-serving organizations regarding the Youth-Friendly Event Guidebook (YES Guide). Another joint meeting will be held later in January with the Newport News Mayor’s Youth Commission. The Candidate’s Forum will be held in April and the Youth Survival Guide will see completion in June. Vice-Chair Tommy Southall stated he attended the Youth Commission meeting and noted the city of Hampton has some amazing youth. The youth were open to Chief Sult, and the Chief is acting on what was discussed. Commissioner Williams congratulated Ms. Matheny on her growth over the past year. PC Minutes 20140102 Page 2  Commissioner McCloud stated he personally feels Ms. Matheny comes to the Planning Commission meetings prepared for her presentations. ITEM VI. ITEMS BY THE PUBLIC There were no items by the public. ITEM VII. MATTERS BY THE COMMISSION There were no matters by the Commission. The meeting was moved from Council Chambers to the Lawson Conference Room at 3:50 p.m. for the final item (CIP) on the Community Development Director’s Report. The meeting continued in the Lawson Conference Room at 3:56 p.m. C. Budget Office, CIP Update Senior Budget and Management Analyst Sunshine Torrey and Director of Budget Gloria Washington presented the CIP update. Ms. Torrey stated two community events and ten road shows were held. There was good community representation at the Kecoughtan High School event. The citizen ranking of the feedback on the projects was good. The theme presented to the citizens was “Monopoly.” Each citizen received two coupons on which project comments could be made. There were two handouts: 1. CIP project categories; 2. Feedback and comments. The Planning Commissioners opted to bypass the “Monopoly” portion of the presentation and go forward with the CIP update. In response to a question from Chairman LaRue, Ms. Torrey stated the list for the projects came from the submissions received. Ms. Washington explained the distribution of coupons to the citizens pointed out that not everything submitted could be funded. The citizen suggestions, along with the on-line surveys, will be used as a tool for the CIP Committee. Doing it this way shows that the process is citizen-based. Ms. Torrey explained that similar projects were combined. Ms. Washington stated they are now ahead in the process and will start the CIP meeting with this feedback confirmation. Vice-Chair Tommy Southall stated the Community Forum Feedback Report on the event held at Kecoughtan High School showed that a lot of people were in support of the Salt Ponds projects. PC Minutes 20140102 Page 3  Ms. Torrey stated the packages handed out include the unfunded projects and those projects that have been rolled forward. In response to a question from Commissioner Snead, Ms. Washington stated the projects have not yet been voted on. Commissioner Campbell stated it is his understanding that the Commissioners are to look at what is currently funded along with the suggested projects and determine if these items are a fit for the Community Plan. Vice-Chair Tommy Southall stated it is his understanding the unfunded projects list is all new submissions. In response to Vice-Chair Southall, Ms. Torrey stated there may be some duplication. Senior City Planner Donald Whipple stated there are no longer any contingency projects as in the past. In response to a question from Commissioner Williams, Ms. Washington stated some of the new submissions on the unfunded list will be moved ahead. In response to a question from Commissioner Williams, Ms. Torrey stated any unfunded items must be resubmitted after five years. In response to a question from Commissioner McCloud, Commissioner Snead explained that the drainage project for Pochin Place came in at the same time as the Greenbriar project and may have already been funded as part of the Indian River project. It is for that reason the Pochin Place project does not show up on the reports presented. Vice-Chair Southall stated many of the residents have not signed easement releases regarding these projects. Ms. Washington explained they are looking for the type of feedback the Planning Commissioners have given at this meeting. Additional feedback can be directed to the Budget Department. Ms. Torrey explained the next step in the process is for the CIP Committee to review the “Monopoly” sheets along with the unfunded items. At that point the ranking process will begin. Mr. O’Neill reminded the Commissioners that they are charged with taking the CIP Committee’s recommendation and determining what can be done. In response to a question from Chairman LaRue, Mr. O’Neill explained the process is an analytic one and will determine what relates to the Community Plan. The Planning Commission has a different perspective on the CIP than that of City Council. PC Minutes 20140102 Page 4  Ms. Washington stated charts and graphs will be made to show the CIP Committee results. The charts and graphs will show where the information is obtained and how it comes into play. In response to a question from Chairman LaRue, Ms. Washington stated there is a survey on line which allows citizens to participate in the process. Commissioner Williams stated it is his understanding that Planning Commission members are to look at what is presented and state what they perceive to be missing. Mr. O’Neill stated the CIP public hearing for the Planning Commission will be held in March. The Commissioners can discuss the CIP at their worksession in February so they can be prepared for the March meeting. Any questions they may have can be forwarded to Senior Planner Donald Whipple. In response to Chairman LaRue, Ms. Washington stated the answers to the survey questions are not yet available for review. In response to a question from Commissioner Campbell, Ms. Washington stated she would be able to give another update to the Commission at their next session. Mr. O’Neill stated it should be clearer in February as to what may or may not be funded. In response to questions from Chairman LaRue and Commissioner Campbell, Ms. Washington stated there will be better clarity on the unfunded items and the monies available. The monies are not yet available but it will be a good starting point. Amounts fluctuate from year to year because the Hampton City Schools are included every other year. Commissioner Snead stated the numbers for the future years are only projections and not cast in stone. Ms. Washington stated the numbers shown are just numbers to be used in the planning process. Commissioners McCloud and Williams commended the Budget Office on what they have done with the CIP process. Ms. Washington replied it was a group effort. ITEM VIII. ADJOURNMENT There being no further business, the meeting adjourned at 4:35 p.m. PC Minutes 20140102 Page 5  Respectfully submitted, ___________________________________ Terry O’Neill Secretary to the Commission APPROVED BY: ____________________________________ Gaynette LaRue Chairman PC Minutes 20140102 Page 6