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09/17/2018 MinutesBOARD OF SUPERVISORS JOINT MEETING WITH PLANNING COMMISSION MINUTES September 17, 2018 Supervisors in Attendance: Ms. Dorothy A. Jaeckle, Chair Ms. Leslie A. T. Haley, Vice Chair Mr. Christopher M. Winslow Mr. James M. Holland Mr. Stephen A. Elswick Dr. Joseph P. Casey County Administrator Planning Commission Members in Attendance: Mr. Gib Sloan, Chairman Mr. Michael Jackson, Vice Chairman Mr. Gloria L. Freye Mr. Craig Stariha Mr. Peppy Jones CALL TO ORDER Ms. Jaeckle called the meeting to order at 2:04 p.m. on behalf of the Board of Supervisors. Mr. Sloan called the meeting to order on behalf of the Planning Commission. Mr. Sloan stated the Planning Commission began the process of reviewing the Comprehensive Plan two years ago and has held more than 30 meetings since that time regarding the Plan. He further stated the Planning Commission has made a number of recommended changes and several Board of Supervisors members have indicated some changes that they would like to see incorporated with the Plan. He stated today is an opportunity to continue that exercise so that both the Board of Supervisors and the Planning Commission will be in agreement with the Draft Plan prior to moving forward with community meetings. He further stated staff will have the opportunity to make further changes after receiving feedback from the community. Mr. Steve Haasch stated the current Comprehensive Plan was adopted by the Board of Supervisors in October 2012, and several amendments to the Plan have been approved since that time. He further stated State law requires that the Comprehensive Plan should be reviewed every five years to determine whether any updates are needed. 18-610 09/17/18 COMPREHENSIVE PLAN UPDATE HIGHLIGHTS Mr. Haasch provided an overview of the various chapters of t Plan Update. He noted that there were very few changes to t Land Use chapter of the Plan because staff thinks the land u pattern in place is sound. He stated staff wants to take comprehensive look at the zoning ordinance and determine where needs to be updated and modernized with the current ways development, and once that is complete, the zoning ordinance wi reform the direction of the Land Use chapter for further update He noted that "Desired Outcomes" have been added to all t guiding chapters in the document. He stressed the importance the county partnering with the private and non-profit sectors provide for the needs and services of the community. He stat the Public Facilities chapter will guide substantial acco requests as new facilities come on-line to ensure that they a in alignment with the Comprehensive Plan and will also guide t county's Capital Improvement Program. He further stat guidelines have -been added to the chapter for a communi resource center concept rather than building separate faciliti for various functions. He discussed the importance of communi identities. He stated the level of service for fire respon< times has not changed from the 2012 Comprehensive Plan. reviewed a map depicting the locations for new fire facilities as well as existing facilities in need of renovation replacement. t f 1 e f e d y s y e r Mr. Haasch then discussed level of service and site criteria f r police facilities. He stated 1.8 officers/1,000 residents would allow the Police Department to fill and fully staff all the beats countywide. He further stated three acres is the desired criteria for district stations. Lieutenant Colonel Dan Kelly stated the desired level of servie is 1.58/1,000 residents, and the Police Department is current y at 1.56 with the officers in place. Discussion ensued relative to in-person traffic at the Falling Creek and Chester stations; locating of the various distri t stations; and the possibility of co -locating district polide stations with fire stations. Mr. Holland suggested that staff project the cost of achiev 1.8 officers/1, 000 residents and the length of time it will t to achieve this goal. Dr. Casey mentioned the rental of some of the current faciliti s and the possibility of cost savings by purchasing rather tn renting the facilities. 9 Mr. Haasch reviewed the police facility recommendations f r current and proposed district stations. He then revieWE d Sheriff's facility recommendations. He stated the County Jail hEs a 250 -bed capacity and noted that Riverside Regional Jail Nous s a significant number of Chesterfield's inmates. He stat d although there are no changes to the Sheriff's level of servi e standard, there is a recommendation regarding the need to remo e non -jail functions from the facility, including inmate intake and recovery, the Magistrate's Office and other functions that do t need to occur in the jail itself. 18-611 09/17/18 14 In response to Mr. Elswick's question, Major Ben Craft stated the inmate population would take over the space after non -jail functions are removed from the County Jail. Mr. Haasch then reviewed level of service standards and site criteria for libraries. He noted that one of the new recommendations for this section is a change in philosophy from - 20,000 -square -foot branch models to a regional branch concept with fewer, larger libraries rather than additional smaller libraries. He reviewed a map depicting the locations of existing libraries that are being recommended as regional libraries with 30-40,000 square feet, as well as the locations of proposed smaller branch libraries. In response to Mr. Elswick's question, Mr. Mike Mabe stated the level of service standards for libraries are based on Library of Virginia benchmark factors and the National Institute of Building Sciences, which provides functionality standards for typical library needs. Mr. Haasch then reviewed the Schools section, noting changes in level of service standards. He noted that the Schools section was updated by a committee comprised of two School Board members (Ms. Coyner and Ms. Smith) and two Planning Commission members (Dr. Wallin and Ms. Freye). He stated the main difference is that the 2012 Plan focused on functional capacity and the Draft Plan focuses on design capacity as the level of service for school facilities. He further stated the design capacity is based on what the building is designed for, contrary to functional capacity which is determined by the school principals in terms of programs and other utilization needs. He noted that the functional capacity would still be monitored by schools. He stated in the current Comprehensive Plan, 120 percent of functional capacity is the level of service standard for schools, and in the proposed Plan, Schools is looking at 110 percent of design capacity as the level of service standard. He further stated an ideal level of service capacity for each school has been identified at 92 percent of the design capacity, which would allow for flexibility in programming. He stated the school division has conducted a condition facility assessment and is working with the School Board on the next round of facility replacements. He noted the Draft Plan does not currently include Schools' recommendations for facility replacements, but before it is scheduled for a public hearing, that information will be added. He stated there is some disagreement relative to design capacities. He further stated the current Comprehensive Plan includes a decision chart that identified different actions to take at various levels of functional capacity, noting that if a school was less than 90 percent of its functional capacity, the recommendation was to consider redistricting heavier used schools into that area to better utilize the capacity. He further stated the chart has been updated and now reflects an earlier ramping up of a decision tree for how to address a school that is approaching overcrowding. He stated the school system is working towards better projecting enrollment and then starting discussions earlier between the School Board and the Board of Supervisors for addressing capacity issues. He further stated this tool better addresses the need for facilities early in the process before an emergency situation exists. 18-612 09/17/18 Mr. Holland stated Schools and the County will work toge jointly on the planning of new facilities. He inquired trailers are going to be factored into the proposed chart. Ms. Jaeckle stated when programs such as Junior Kindergarten ate added, classroom space needs should be considered in addition to the cost of programs. She further stated she is confused abo t how the school division will be calculating design capacit , noting that when Thomas Dale High School was renovated, t e capacity was 1,700, and now the design capacity is 2,164. Ms. Haley stated the school information is a critical compone t of the Comprehensive Plan. She further stated as we anticipa e going into the next bond referendum, a fairly -defined answer o the questions regarding capacity numbers is necessary. S. -.e expressed concerns that the roadmap for schools in the curre t Comprehensive Plan was not embraced or followed, noting that s e wants to be certain that the recommendations going forward represent a roadmap that both boards are vested in and that t e new leadership in the school division supports. Mr. Winslow concurred with Ms. Haley's statements regarding t e recommendations for school capacity. He expressed concer s relative to waiting until enrollment is 91 to 100 percent before beginning discussions with the Board of Supervisors to fund spa:e needs. Mr. Holland stated it appears the school division did not look at redistricting when there were schools under 80 percent capacity and others that were over 100 percent with modular units arou d them. He expressed concerns relative to the cost of building a new high school rather than looking at redistricting. Mr. Jackson stated the neighborhood school concept was support=d after thousands of hours of citizen engagement and public comme t with the 2012 Comprehensive Plan that was recommended by t e Planning Commission and adopted by the Board of Supervisors. e expressed concerns that the capacity numbers are now changin , without the same amount of community input. Mr. Holland stated capacity issues should be included on evey agenda of the County/Schools Liaison Committee so that decisio s are not being made after the fact. Due to a tornado warning for Chesterfield County, the meeti g ended abruptly and the Board of Supervisors and Planni g Commission members exited Room 502 at 2:55 p.m. for the baseme t of the Administration Building. (It is noted that three confirmed tornadoes touched down in t e county, resulting in significant damage and destruction and ore fatality.) Ms. Jaeckle and Mr. Sloan adjourned the meeting at 4:44 p. after the tornado warning had expired for the area. Po se P. Casey unty Administrator Dorothf A. eckle Chairman 18-613 09/17/18