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2019-11-13 MinutesA A BOARD OF SUPERVISORS MINUTES November 13, 2019 Supervisors in Attendance: Ms. Leslie A. T. Haley, Chair Mr. Stephen A. Elswick, Vice Chair Ms. Dorothy A. Jaeckle Mr. Christopher M. Winslow Mr. James M. Holland Dr. Joseph P. Casey County Administrator Ms. Haley called the meeting to order at 2:00 p.m. 1. APPROVAL OF MINUTES FOR OCTOBER 23, 2019 On motion of Mr. Winslow, seconded by Mr. Holland, the Board approved the minutes of October 23, 2019, as submitted. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 2. REQUESTS TO POSTPONE AGENDA ITEMS AND ADDITIONS, DELETIONS OR CHANGES IN THE ORDER OF PRESENTATION On motion of Ms. Jaeckle, seconded by Mr. Holland, the Board added Item 13.B.8., Request for Permission to Install a Private Water Service Within a Private Easement to Serve Property on Baldwin Road; replaced the attachments to Item 13.C., Assignments of Year -End Results and Appropriation of Additional State Funding for Schools; and approved the agenda, as amended. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 3. WORK SESSIONS 3.A. EVERYDAY EXCELLENCE - RADIO SHOP Mr. Clay Bowles, Director of General Services, stated the current public safety radio system is nearing the end of its useful life with many key parts no longer available or no longer subject to repair by the contractor. He further stated the current system must remain fully operational and be constantly maintained for the uninterrupted safety of the county's first responders and citizens until the replacement system becomes available. He stated Radio Shop employees traveled to the City of Chesapeake to acquire its obsolete radio system equipment for use in Chesterfield. He estimated 19-688 11/13/19 the cost avoidance is close to $1 million depending on the spare equipment required. He introduced a video illustrating the duties of the Radio Shop and discussing the acquisition of Chesapeake's obsolete equipment. He congratulated Radio Shop staff on a great accomplishment. Board members thanked the Radio Shop staff for their outstanding performance. 3.B. MODEL COUNTY GOVERNMENT Ms. Jana Carter recognized the young people in attendance who were participating in the Model County Government program. She stated the Model County Government program is an opportunity for high-school government students to learn more about their local government. She expressed her gratitude to county leaders who shared their passion and enthusiasm with the students. The students introduced themselves and shared which school they currently attend. Ms. Carter thanked the Board members for their support and participation. 3.C. JOHN TYLER ANNUAL UPDATE Dr. Ted Raspiller, president of John Tyler Community College, accompanied by Ms. Elizabeth Creamer, Vice President of Workforce Development and Credential Attainment, Community College Workforce Alliance; Mr. Fred Taylor, Director of Governmental and Administrative Services; Ms. Holly Walker, Public Relations Director; and Dr. William "Bill" Fiege, Vice President of Learning and Student Success, provided an annual update to the Board of Supervisors regarding the college's activities and accomplishments. He stated John Tyler is the third largest community college in the state, and 8,466 of the 10,197 students in 2018-19 were county residents. He provided details of an economic impact study related to the college. Mr. Fiege provided details of the dual -enrollment program that many of the Model County Government students are a part of. He also provided details of concurrent high school programs. He stated John Tyler regularly assesses its programs to ensure they meet the needs of employers. Ms. Creamer provided details of workforce development at John Tyler. She discussed job shortages in various sectors and stated John Tyler is there to assist students in accessing credentials for these jobs. She provided details of the Fast - Forward Credentials Program and stated 2,700 residents of the region have accessed high -demand jobs through the program. Discussion ensued relative to between John Tyler and the Department of Social Services. the job training partnership Chesterfield -Colonial Heights 19-689 11/13/19 PJ E PI A A Ms. Creamer stated John Tyler works with the department's program participants by combining Fast Forward Credentials and Adult Education, because many of the participants need their GED which helps them get an entry-level occupation. She further stated John Tyler received a grant from the state specifically to help with Social Services clients on particular forms of benefits. Mr. Taylor provided details of the renovation and expansion project at John Tyler's Chester campus, which is a $34 million project funded by the state. Ms. Walker stated there will be a grand opening of the new spaces at the Chester campus on December 6 at 3 p.m. She further stated the Office of Student Engagement is available to participate in career fairs, college days and community activities. Ms. Haley stated the county has enjoyed its partnership with John Tyler. She expressed appreciation for John Tyler's continuous commitment to the community. Mr. Holland suggested that John Tyler consider providing financial incentives for students from Chesterfield County who will be studying at John Tyler, including transportation. Ms. Jaeckle, Mr. Winslow and Mr. Elswick each expressed appreciation to Dr. Raspiller for John Tyler's outstanding efforts in educating the county's students. Dr. Raspiller expressed his appreciation to the Board for its ongoing support. 3.D. SCHOOLS UPDATE Dr. Mervin Daugherty, Superintendent of Schools, accompanied by Mr. Dennis Jarrett, Interim Chief Financial Officer, provided an update to the Board of Supervisors relative to the school division. Mr. Jarrett provided details of three new grants recently received by the school division and approved by the School Board last night. He stated the first grant deals with state security equipment to be deployed at Falling Creek Middle School. He further stated the other two grants which are paid for by the STOP School Violence Act provide for 1) a reporting application which students can use to anonymously report any acts of violence they might witness or be aware of; and 2) a Rave application which allows staff to report an emergency that requires a public safety response. In response to Mr. Holland's question regarding whether this is a continual grant or a grant that will stop, Dr. Daugherty confirmed that the grant will stop after two years. He also clarified that the application would be utilized by staff members in schools. 19-690 11/13/19 Discussion ensued regarding which budget categories the grant funds would be moving between and also the timing of the grant awards. Dr. Casey stated the schools and the county speculate where the grants may be coming in during the year, and most grants tend to be of an instructional nature. He explained that had Schools known grants were coming to technology or to operations, staff could have made educated guesses six months ago. He stated if there are repeat grants in the future that are now starting to go outside the instructional category, then staff will make those guesses as part of the 2021 budget process. Dr. Daugherty clarified that no county funds are involved. Mr. Winslow thanked the school division for applying for this grant. Ms. Jaeckle noted this grant provides an opportunity to try the program and make an analysis. Mr. Elswick asked for a show of hands of the Model County Government students who feel safe in their schools, and the majority of the students present raised their hands. Mr. Jarrett introduced the second item which is comprised of two different areas. Dr. Casey explained the handout provided to the Board was the official School Board action from last night. Mr. Jarrett stated the areas of funding to be dedicated for use are listed in Schedules A and B of the handout. He stated the first area is year-end balance. Dr. Daugherty provided photos of locker bays at Meadowbrook, Matoaca and Clover Hill high schools and stated 28 additional classrooms can be created in the locker bay space at these schools. He provided details of proposed technology upgrades. He then discussed the details of funding proposed for safety and security. Ms. Jaeckle stated she was surprised to learn at Thomas Dale there is a room in which you can see throughout the school because of the cameras, but there is no way to see remotely what is going on inside the school. Dr. Daugherty stated that will change with these upgrades. He noted Cosby, Matoaca, Clover Hill, Midlothian and Monacan high schools are planned for this year. He stated after this year staff will look at middle schools and the following two years at elementary schools. He explained all cameras in schools and outside will be upgraded. In response to Ms. Jaeckle's question, Dr. Daugherty confirmed that Police would be able to see the cameras. In response to Ms. Haley's question, Dr. Daugherty confirmed that Schools had talked to Colonel Katz about what the 19-691 11/13/19 R J lk D federal government and Homeland Security recommend which is all systems being accessible by the 9-1-1 Center. Dr. Daugherty introduced the final piece of the funding request pertaining to gym floors in eight schools which need sanding, relining and resurfacing to be completed by the start of the school year. Ms. Haley reiterated Dr. Daugherty's statement that these projects would be completed before school starts. Dr. Daugherty stated he will personally be involved in everything he is requesting today. Discussion ensued about how long the refinish projects last, the cleaning and waxing process, and the time needed for the floor to cure after rewaxing. Mr. Jarrett introduced the second area relating to funding from the state which Schools is projecting to receive based on enrollment. He stated the budget was based on an enrollment of 61,118 students. He further stated enrollment as of September 30 was 61,881 students which equates to approximately $3.8 million. He pointed out Schools does not receive state funding based on September 30 enrollment, but on March 30 enrollment. He stated Schools does not anticipate any significant fluctuations downward in these numbers. Dr. Daugherty stated there are three categories to discuss, the first of which is a concern with the growing special education and ESL population as well as additional staff support for the schools. He stated there are 38 sustainable teaching positions because of growth which is 50 students per week currently. Discussion ensued pertaining to the areas of the county which are over anticipated enrollment, the possible reasons for the increase in enrollment, and the effect of revitalization efforts. Dr. Daugherty stated the second piece pertains to an increase in bus driver pay. Ms. Haley inquired about other incentives for retention. Dr. Daugherty stated Schools has seen fewer staff leaving because they have created a different environment and also provide a bonus for attendance at the end of each semester. He further stated Schools has looked at opportunities to make drivers full-time employees by looking at needs the county may have during the summer. Dr. Casey stated the county and private sector can utilize bus drivers to fill seasonal and part-time needs which could result in more hours for bus drivers. Dr. Daugherty stated the security funding being requested is for cameras at Thomas Dale and James River high schools. He noted if additional funding is not needed for VRS it would go to other needs in these categories. 19-692 11/13/19 Mr. Winslow stated this is balanced year-end request and Dr. Daugherty and his staff. an extremely thoughtful and expressed his appreciation to Discussion ensued regarding when the $3.8 million would become available from the state if March 31 actual enrollment exceeds budgeted enrollment. In response to Mr. Elswick's question, Mr. Harris estimated the increase in VRS costs for the county and schools would be $3 million for Schools. He stated a portion of these monies would be available on a recurring basis. He further stated a year from now whatever comes out of FY20 could be added in as a one-time cushion. He noted the state pays roughly a third of that, and all of the VRS increase will not be on the backs of the county. He stated between the state's role, the one- time monies in FY20, and recurring monies the county is in a very good spot to address VRS increases in July. In response to Mr. Holland's question about when to provide additional funding to Schools, Dr. Casey stated the action before the Board on the evening consent agenda is to appropriate the money so that Schools can immediately move forward with plans to address increased enrollment. Dr. Daugherty confirmed once the Board approves the request, he will begin to put people in the schools. Dr. Casey clarified when we refer to the VRS, it is the Virginia Retirement System, and the increase in VRS costs to the county and Schools is to prevent a liability in the pension plan resulting from the hiring of additional employees. At the conclusion of the work session on School Budget Adjustment Requests, Ms. Haley requested a ten-minute recess to allow the two groups of Model County Government students to shift. The second group of Model County Government students introduced themselves and shared which school they currently attend. 3.E. HUMAN RESOURCES ANNUAL UPDATE Ms. Mary Martin Selby, Director of Human Resources, and Ms. Nancy Brooking and Ms. Candace Lackey, Assistant Directors, presented the Human Resource's FY19 Annual Report to the Board of Supervisors. Ms. Martin provided details of the "why statements" of Human Resources and the Employee Medical Center. She reviewed challenges and opportunities relative to competitive pay and benefits; building the county's talent pool and succession planning; innovative recruitment strategies that appeal to high caliber applicants; and work/life balance culture. 19-693 11/13/19 P] PJ P] A r� A Ms. Lackey provided details of ways in which Human Resources recruits new employees. She stated last year the county filled approximately 900 positions and processed approximately 47,000 applications. She further stated the county's goal is to have 25 percent of vacancies filled with internal staff. She stated the county's processes to ensure new hires meet the county's standards include drug and alcohol testing, background checks, and education verification. Ms. Brooking discussed compensation highlights, including an increase in both average and median salaries. She stated salary compression increased to 87 percent for employees in the first or second quartile of the salary range. She further stated this compression impacts the county's ability to retain and recruit. She stated although health care costs increase each year, the county spent approximately $500,000 less over the previous 12 -month period. She further stated the health care cost increase employees will incur in 2020 is very minimal. She provided details of employee wellness initiatives and incentives. She reviewed services provided at the Employee Medical Center. She provided a retirement outlook, noting that over 300 employees, many of whom are in leadership positions, will be eligible for full retirement by July 1, 2020. She provided details of deferred compensation plans available to employees. She reviewed leave utilization and use of the Employee Assistance Program. Ms. Lackey discussed ways in which the county retains employees. She provided details of the latest Employee Engagement Survey, noting another survey will be conducted in 2020. She stated compensation and benefits are not enough to keep employees satisfied in today's competitive market. She provided details of initiatives to keep employees satisfied. She stated the county's turnover rate is down from 12.4 percent in FY2018 to 11.3 percent in FY2019. She provided details of grievances and investigations. Ms. Selby provided details of workforce demographics. She stated for the first time in history, employers across the country have employees from five generations. She provided minority workforce data and stated the goal is to be reflective of the community that we serve. She noted upward trends in the percentage of promotions in the county that went to women and minorities. She concluded the presentation by providing details of future initiatives in human resources. Discussion ensued relative to the numbers of drug and alcohol testings and background investigations. In response to Mr. Elswick's question, Ms. Selby stated the modified disciplines occur at Step 2 of the process which is the department director lower level. At Mr. Winslow's request, Ms. Selby provided details of the Living in Chesterfield initiative which is a partnership between Human Resources and Economic Development. She stated there will be a website that will identify affordable housing, entertainment, and attractions in the county. She 19-694 11/13/19 further stated it will be a great tool for not only county employees and businesses but for schools, people who are coming to the county, and non-profit organizations. Ms. Haley noted that the percentage of employees below mid- point is a rising number from 86 to 87 percent. She inquired if the increase is indicative of government in general and how does the county compare with neighboring localities. She also inquired about the impact of recruiting employees who are not entry level. Ms. Brooking stated compression is more of an issue with public sector employers. She explained part of the problem is the county's long history of bringing people in at the minimum of the range regardless of how much experience they have. She stated Human Resources has been working to correct that over the last 5 to 10 years, but it takes a long time to fix that. She indicated the county is moving in the right direction. Ms. Haley suggested the Board revisit this topic to make sure the county is positioned to attract the best employees. Mr. Holland concurred with Ms. Haley and stated there needs to be a process of reevaluating this on at least a two- to three-year basis to bring employees up to mid -point. He also stated the county could look at bonuses in other areas for those who are below mid -point. He pointed out professional development is another area which is important. Ms. Selby stated there are approximately 130 employees taking advantage of career development plans and she believes this is the reason for the decrease in our turnover rate last year. Mr. Holland stated one last area is recruitment and the correlation of the employees to the community they serve which should be a particular focus in the coming year. Ms. Jaeckle and Ms. Haley expressed appreciation to Ms. Selby for her efforts to make the county a high-quality employer. 3.F. ETTRICK ANNEX SURPLUS Mr. Dan Cohen, Director of Community Enhancement, stated the Board has an item on its evening agenda to surplus the Ettrick Annex for the purpose of putting it into the land bank. He further stated the property is zoned Suburban Residential, and it. would be the responsibility of the land bank to determine the best use of the property. He stated this is the first step in the process, and he hopes to come back in December with the second step. Mr. Winslow inquired about the Cohen replied it is five acres Woodpecker Roads. size of the land to which Mr. at the confluence of Dupuy and In response to Mr. Elswick's question, Mr. Cohen confirmed the school would be torn down after a full environmental 19-695 11/13/19 Ic P] P] CEJ D inspection and the issuance of a Request for Proposals to demolish the property. In response to Mr. Elswick's question, Mr. Zaremba stated the environmental abatement will start shortly, but the demolition will take a little longer. Mr. Elswick stated the county looked at other uses of the school, but it would cost too much to renovate. In response to Mr. Holland's question, Mr. Cohen stated the lot is worth $104,000. Mr. Holland stated Staff needs to look at all surplus assets in the county and schools and have a list going forward as to what can be done with the facilities. 4. REPORTS 4.A. MONTHLY REPORT ON DISTRICT IMPROVEMENT FUNDS The Board accepted the Monthly Report on District Improvement Funds. S. FIFTEEN -MINUTE CITIZEN COMMENT PERIOD ON UNSCHEDULED MATTERS Mr. Linwood Hines addressed the Board relative to the Courthouse Landing and the Nash Road Extension projects. He expressed concerns that some county departments are not communicating to the citizens regarding projects and stated the small project signs are not visible to people driving by properties where projects are to be located. He called for county departments and supervisors to change the standards by which they communicate with citizens. Mr. Michael Conner requested that the Board not over develop the county at the expense of the quality of life of the residents. He expressed concerns relative to increased traffic of 20,000 vehicles per day for the proposed Courthouse Landing development. He encouraged the Board to use its many tools to lead the needs of the county. 6. CLOSED SESSION PURSUANT TO SECTION 2.2-3711(A)(5), CODE OF VIRGINIA, 1950, AS AMENDED, TO DISCUSS OR CONSIDER PROSPECTIVE BUSINESSES OR INDUSTRIES OR THE EXPANSION OF EXISTING BUSINESSES OR INDUSTRIES WHERE NO PREVIOUS ANNOUNCEMENT HAS BEEN MADE OF THE BUSINESSES' OR INDUSTRIES' INTEREST IN LOCATING OR EXPANDING THEIR FACILITIES IN THE COMMUNITY On motion of Mr. Elswick, seconded by Ms. Jaeckle, the Board went into closed session pursuant to Section 2.2-3711(A)(5) to discuss or consider prospective businesses or industries or the expansion of existing businesses or industries where no previous announcement has been made of the businesses' or 19-696 11/13/19 industries' interest in locating or expanding their facilities in the community. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. Reconvening: On motion of Mr. Holland, seconded by Mr. Winslow, the Board adopted the following resolution: WHEREAS, the Board of Supervisors has this day adjourned into Closed Session in accordance with a formal vote of the Board and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, the Virginia Freedom of Information Act effective July 1, 1989 provides for certification that such Closed Session was conducted in conformity with law. NOW, THEREFORE BE IT RESOLVED, the Board of Supervisors does hereby certify that to the best of each member's knowledge, i) only public business matters lawfully exempted from open meeting requirements under the Freedom of Information Act were discussed in Closed Session to which this certification applies, and ii) only such business matters were identified in the motion by which the Closed Session was convened were heard, discussed or considered by the Board. No member dissents from this certification. Ms. Jaeckle: Aye. Mr. Holland: Aye. Mr. Winslow: Aye. Mr. Elswick: Aye. Ms. Haley: Aye. 7. DINNER AT THE EANES-PITTMAN PUBLIC SAFETY TRAINING CENTER WITH CHESTERFIELD COUNTY JUDGES On motion of Mr. Elswick, seconded by Ms. Jaeckle, the Board recessed for dinner with the county's judges at the Eanes- Pittman Public Safety Training Center. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. Reconvening: 8. INVOCATION The Honorable Dorothy Jaeckle, Bermuda District Supervisor, gave the invocation. 19-697 11/13/19 9 P1 CEJ A A 9. PLEDGE OF ALLEGIANCE Mr. Jesse Smith, Deputy County Administrator, led the Pledge of Allegiance to the Flag of the United States of America. 10. COUNTY ADMINISTRATION UPDATE 10.A. PLANRVA PRESENTATION Dr. Casey introduced Ms. Martha Shickle, Executive Director of PlanRVA, who provided an update on the organization's recent activities. Ms. Shickle thanked the Board for its involvement and leadership in P1anRVA. She stated under Ms. Jaeckle's leadership P1anRVA initiated a strategic planning process and recommitted to engaging with the public in a meaningful way. 10.B. PRESENTATION OF COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) BY EXTERNAL AUDITOR Dr. Casey introduced Mr. Rob Churchman, Engagement Partner with Cherry Bekaert, LLP, who presented the county's FY2019 Comprehensive Annual Financial Report to the Board of Supervisors and thanked the county for its participation in the audit process. Ms. Jaeckle expressed her appreciation to county staff for keeping the county financially sound. Mr. Holland thanked Mr. Churchman for his outstanding service to the county. 10.C. OTHER COUNTY ADMINISTRATION UPDATES • Dr. Casey congratulated the Utilities Department on receiving the 2019 Sustainable Water Utility Management Award by the Association of Metropolitan Water Agencies. He stated Chesterfield County was one of only 15 utilities in the nation that was recognized for their exceptional leadership, innovative management practices and employee dedication. • Dr. Casey provided details of the success of the Social Services Department's 3rd annual Fall Career and Resource Fair held October 21, 2019, at the Richmond Volleyball Club's facility at Stonebridge. He recognized Ms. Kiva Rogers, Director of Social Services, and Ms. Valerie Dunbar -Brooks, Family Services Specialist, and congratulated them, as well as others who contributed to the success of this important event. 11. BOARD MEMBER REPORTS Ms. Haley stated she attended the 30th Annual Retail Merchants Association Valor Awards this morning. She provided details 19-698 11/13/19 of Chesterfield County Fire and EMS employees who received Valor Awards at the event. Ms. Jaeckle and Mr. Elswick also attended the Valor Awards and provided their sentiments about this morning's ceremony. Mr. Holland thanked the Dale District residents who reelected him as the Dale District Supervisor. He stated he attended the W.E.B. Du Bois National Honor Society induction ceremony at Meadowbrook High School on November 11, 2019. He further stated he also attended Parks and Recreation's 2nd annual Trunk or Treat event on October 28, 2019 at the County Fairgrounds. He noted over 15,000 people attended the event, which was 5,000 more than last year. He stated he attended The Role of Women in the Civil Rights Movement program at Central Library, and he thanked the many county departments for bringing the program to fruition. Mr. Winslow stated he attended the Virginia Association of Counties conference last weekend. He further stated the general government subcommittee which he chairs is studying the costs associated with body -worn cameras; examining ways to reduce costs of notices required by the state code; and understanding the tax implications of peer-to-peer vehicle rentals. He congratulated the county for receiving the top award for the Chesterfield Police Experience Program. He thanked Monacan High School and teacher Valerie Sweet for inviting him to speak to her students about local government. 12. RESOLUTIONS AND SPECIAL RECOGNITIONS 12.A. RECOGNIZING THE 50TH ANNIVERSARY OF THE RICHMOND REGIONAL PLANNING DISTRICT COMMISSION (NOW KNOWN AS PLANRVA) Deputy County Administrator Jesse Smith introduced Ms. Martha Shickle, Executive Director of P1anRVA, who was present to receive the resolution. On motion of Mr. Holland, seconded by Mr. Winslow, the Board adopted the following resolution: WHEREAS, in 1966, the General Assembly created the Metropolitan Areas Study Commission, which found that a holistic approach to solving local and regional problems needed to be taken and recommended a new concept, the creation of planning district commissions and service district commissions; and WHEREAS, the Virginia Area Development Act (VADA), passed in 1968, created the planning district commission framework to encourage and facilitate local government cooperation and state/local cooperation in addressing problems of greater than local significance on a regional basis; and WHEREAS, following passage of the VADA, planning district commission boundaries were announced, and planning district commissions were established in 19 of the original 22 districts; and 19-699 11/13/19 P7 PI PI WHEREAS, in 2019, Virginia's planning district commissions, now 21 in number, are celebrating 50 years of promoting and supporting regional collaboration; and WHEREAS, the Richmond Regional Planning District Commission, now known as PlanRVA, was formed by local governments in the greater Richmond region on August 14, 1969; and WHEREAS, PlanRVA is a voluntary association comprised of nine local governments intended to foster regional cooperation and to address issues of a regional nature; and WHEREAS, Chesterfield County has greatly benefited from its membership in the organization and the opportunity to collaborate with neighboring localities to address mutual challenges and develop solutions for the greater Richmond region. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors, this 13th day of November 2019, publicly recognizes PlanRVA, commends the regional commission on its outstanding accomplishments, and offers congratulations on the occasion of 50 years of service to the localities of the greater Richmond region, as well as best wishes for continued success. AND, BE IT FURTHER RESOLVED that a copy of this resolution be presented to PlanRVA, and that this resolution be permanently recorded in the papers of this Board of Supervisors of Chesterfield County, Virginia. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. Ms. Haley presented the executed resolution to Ms. Shickle and stated PlanRVA provides for the regional localities to have collaborative conversations. Ms. Shickle stated it is an honor to be here this evening with her colleague and mentor, Denny Morris. 12.B. RECOGNIZING MR. DENNIS K. "DENNY" MORRIS UPON HIS RETIREMENT Mr. Elswick introduced Mr. Denny Morris, who was present to receive the resolution. On motion of Mr. Holland, seconded by Mr. Winslow, the Board adopted the following resolution: WHEREAS, Mr. Dennis K. "Denny" Morris began his service with the Crater Planning District Commission (Crater PDC) in 1971 as a planner; and WHEREAS, as a planner, Mr. Morris worked on local comprehensive plans, land use ordinances and grant writing, as well as provided technical assistance to Crater PDC's member localities; and 19-700 11/13/19 WHEREAS, in 1973, Mr. Morris was awarded a Masters degree in Urban and Regional Planning from the University of Tennessee; and WHEREAS, Mr. Morris was appointed Executive Director of the Crater PDC in 1982; and WHEREAS, Mr. Morris instituted regular meetings of the region's CROs and has consistently emphasized that communication with the CAOs is necessary prior to embarking on new projects and programs; and WHEREAS, during Mr. Morris' tenure, Crater PDC worked with the U.S. Small Business Administration to establish the Crater Development Company, which makes loans available to small businesses and has maintained a financial portfolio that has reached $100+ million; and WHEREAS, Chesterfield County joined the Crater Planning District Commission in 1985, and since that time has greatly benefited from its membership in the organization and the opportunity to collaborate with neighboring localities to address mutual challenges and develop solutions for the Tri - Cities region; and WHEREAS, under Mr. Morris' leadership, Crater PDC successfully coordinated the regional efforts on three occasions to not only protect Fort Lee and the Defense Supply Center through the Base Realignment and Closure (BRAC) process, but also to create numerous additional jobs and responsibilities at both of these military installations; and WHEREAS, since 2018, Crater PDC has been an advocate for the Commonwealth Center for Advanced Manufacturing and its Apprenticeship Academy, and Mr. Morris has championed this effort throughout the region. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors, this 13th day of November 2019, publicly recognizes Mr. Dennis K. "Denny" Morris, expresses appreciation for his outstanding contributions to Chesterfield County and the Tri -Cities region and congratulates him upon his well-deserved retirement. AND, BE IT FURTHER RESOLVED that a copy of this resolution be presented to Mr. Morris and that this resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. Ms. Jaeckle presented the executed resolution to Mr. Morris, accompanied by former Clover Hill District Supervisor Art Warren, and expressed appreciation to Mr. Morris for all of his behind -the -scenes work for the good of the region. 19-701 11/13/19 J CJ F] A Mr. Elswick expressed appreciation to Mr. Morris for working together with the Tri -Cities localities for the common good of the region. Mr. Warren congratulated board members on their reelection. He stated it is an honor to be here as he had the pleasure of interviewing and hiring Mr. Morris in 1971. He further stated Mr. Morris did an outstanding job leading a district that was in transition and changing constantly. Mr. Morris thanked the Board of Supervisors and Mr. Warren for their support over the years. 12.C. RECOGNIZING THE CHESTERFIELD COUNTY FIRE AND EMS WOMEN'S FIREFIGHTER COMBAT CHALLENGE TEAM Chief Edward "Loy" Senter introduced members of the Chesterfield County Fire and EMS Women's Firefighter Combat Challenge Team, who were present to receive the resolution. On motion of Mr. Holland, seconded by Mr. Winslow, the Board adopted the following resolution: WHEREAS, between October 21 and October 26, 2019, the Chesterfield County Fire and EMS Women's Firefighter Combat Challenge Team competed in the World Championships after achieving qualifying times on their first attempt; and WHEREAS, the Women's Firefighter Combat Challenge Team was composed of Firefighter Audrey Baise, Firefighter Danielle Drinnon, Firefighter Lisette Fuentes, Firefighter Kendall Litchfield and Firefighter Bebhinn Rae; and WHEREAS, the Firefighter Combat Challenge course is a physically demanding competitive obstacle course that simulates the physical demands of real-life firefighting by performing a connected series of five core tasks to include climbing the 5 -story tower, hoisting a rolled hose bundle, performing a simulated roof breach with a sledge hammer, advancing a charged hose line and rescuing a life-sized 175 pound "victim"; and WHEREAS, the Women's Firefighter Combat Challenge Team first qualified for the World Competition in October 2018 at the State Fair of Virginia, then again in June 2019 at the Virginia Beach, Virginia competition; and WHEREAS, the Women's Firefighter Combat Challenge Team advanced through two days of single elimination seed rounds to secure their spot in the final bracket; and WHEREAS, Firefighter Audrey Baise, Firefighter Danielle Drinnon, Firefighter Lisette Fuentes, Firefighter Kendall Litchfield and Firefighter Bebhinn Rae executed a tremendous effort on the course yielding a personal best time of two minutes and twenty-six seconds. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors, this 13th day of November 2019, publicly recognizes the Chesterfield County Fire and EMS 19-702 11/13/19 Department's Women's Firefighter Combat Challenge Team and extends on behalf of the citizens of Chesterfield County, sincere appreciation for their dedicated effort to push the fire service and Chesterfield County to the next level. AND, BE IT FURTHER RESOLVED that a copy of this resolution be presented to each member of Chesterfield County Fire and EMS Department's Women's Firefighter Combat Challenge Team and that this resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. Board members presented executed resolutions to Firefighters Drinnon, Fuentes, Litchfield and Rae, congratulated them on their achievement and Ms. Haley thanked them for their outstanding representation of Chesterfield County. (It is noted Firefighter Baise was not present to receive the resolution.) Each of the firefighters expressed appreciation to the Board for the recognition. 12.D. RECOGNIZING THE SENIOR AMBASSADOR PROGRAM AND THE FALL GOVERNMENT CITIZENS ACADEMY PARTICIPANTS Ms. Chris Ruth, Assistant Director of Citizen Information and Resources, provided details of the Government Citizens Academy Program. Ms. Debra Preston, Aging and Disability Services Manager, provided details of the Senior Ambassador Program. Ms. Ruth introduced a video highlighting both programs. Mr. Steven Muzos, a member of both the Government Citizens Academy and the Senior Ambassador class, addressed the Board of Supervisors and provided his perspective on what he and his classmates learned over the course of the programs. Ms. Ruth then recognized and presented certificates to the following participants in the Fall Government Citizens Academy and the Senior Ambassador Program: Ms. Susan Beals Ms. Leanne Bowman Ms. Lisa Chaffee Ms. Nicola English Ms. Mary Katterfield Ms. Jackie McNeil Mr. Robert McNeil Ms. Anne Muzos Mr. Steven Muzos Ms. Angela Phillips Ms. Rebecca Shively Ms. Karen Sussman Mr. Garland Swartz Ms. Lucy Swartz Government Citizens Academy Government Citizens Academy Government Citizens Academy Government Citizens Academy Both Government Citizens Academy Government Citizens Academy Both Both Government Citizens Academy Both Government Citizens Academy Both Senior Ambassador Program 19-703 11/13/19 P1 9 P1 L Mr. Terry Sylvester Government Citizens Academy Ms. Quorree Terrell Both Ms. Jane Wilkinson Senior Ambassador Program Mr. Carl Wyzisk Both (It is noted Ms. Eve Flippin and Ms. Karen Sussman were not in attendance.) Ms. Haley expressed appreciation to the participants for their interest, involvement, and engagement in the programs. 13. NEW BUSINESS 13.A. APPOINTMENTS 13.A.1. COMMUNITY CRIMINAL JUSTICE BOARD On motion of Mr. Elswick, seconded by Ms. Jaeckle, the Board nominated/ appointed Ms. Ashley Slone to serve as the defense attorney representative on the Community Criminal Justice Board, whose term is effective immediately and expires June 30, 2021. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B. CONSENT ITEMS 13.B.1. REAL PROPERTY REQUESTS 13.B.1.a. ACCEPTANCE OF PARCELS OF LAND 13.B.1.a.1. ALONG SPRINGFIELD PARKWAY FROM COLLINGTON EAST, LLC On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board accepted the conveyance of a parcel of land, containing 0.057 acres along Springford Parkway, State Route 5717, from Collington East, LLC and authorized the County Administrator to execute the deed. (It is noted a copy of the plat is filed with the papers of this Board.) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.1.a.2. ALONG SPRING RUN ROAD FROM SI G. LEE AND MI A. LEE On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board accepted the conveyance of two parcels of land, containing a total of 0.464 acres along Spring Run Road, State Route 654, from Si G. Lee and Mi A. Lee and authorized the County Administrator to execute the deed. (It is noted a copy of the plat is filed with the papers of this Board.) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 19-704 11/13/19 13.B.1.b. CONVEYANCE OF AN EASEMENT TO VIRGINIA ELECTRIC AND POWER COMPANY FOR SERVICE TO THE NEW REAMS ROAD ELEMENTARY SCHOOL On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board authorized the Chairman of the Board of Supervisors and the County Administrator to execute an agreement with Virginia Electric and Power Company for a variable width overhead and underground easement for service to the new Reams Road Elementary School located at 10141 Reams Road. (It is noted a copy of the plat is filed with the papers of this Board.) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.1.c. DECLARE COUNTY PROPERTY KNOWN AS ETTRICK ANNEX SURPLUS On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board declared the property known as Ettrick Annex, PIN: 793 617 9609 00000, 3901 Dupuy Road, as surplus. (It is noted a copy of the vicinity sketch is filed with the papers of this Board.) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.2. SET DATES FOR PUBLIC HEARINGS 13.B.2.a. TO CONSIDER AMENDMENTS TO SECTION 13-41 OF THE COUNTY CODE REGARDING UNLAWFUL PARKING AND PROVIDING FOR A PENALTY On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board set the date of December 11, 2019, for a public hearing to consider amendments to County Code Section 13-41 increasing the penalties for unlawful parking in fire lanes, too close to fire hydrants, in spaces reserved for persons with disabilities, or in striped access aisles adjacent to spots reserved for such persons, and to allow uniformed law- enforcement department employees to issue written notice of violations. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.2.b. TO CONSIDER THE MIDLOTHIAN COMMUNITY SPECIAL AREA PLAN On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board set the date of December 11, 2019, for a public hearing to consider the Midlothian Community Special Area Plan. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 19-705 11/13/19 P] PJ F] A 13.B.2.c. TO CONSIDER THE PERSONAL PROPERTY TAX EXEMPTION REQUEST OF COSIG, INCORPORATED On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board set the date of December 11, 2019, for a public hearing to consider the personal property tax exemption request of COSIG, Incorporated. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.2.d. TO CONSIDER THE PERSONAL PROPERTY TAX EXEMPTION REQUEST OF OLD DOMINION HISTORICAL FIRE SOCIETY On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board set the date of December 11, 2019, for a public hearing to consider the personal property tax exemption request of Old Dominion Historical Fire Society. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.3. ADOPTION OF RESOLUTIONS 13.B.3.a. RECOGNIZING FIREFIGHTER JOHN K. "KEVIN" BRANCH, FIRE AND EMERGENCY MEDICAL SERVICES DEPARTMENT, UPON HIS RETIREMENT On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board adopted the following resolution: WHEREAS, Firefighter John K. "Kevin" Branch retired from the Chesterfield Fire and Emergency Medical Services Department, Chesterfield County, on November 1, 2019; and WHEREAS, Firefighter Branch began his career with Chesterfield County in May 1998, as a member of Recruit School #27; and WHEREAS, Firefighter Branch faithfully served the citizens of Chesterfield County for more than 21 years as a firefighter at Ettrick and Dutch Gap Fire and EMS Stations; and WHEREAS, Firefighter Branch received his Firefighter Specialist certification and has assisted numerous officers in the conduct of their duties, as well as leading firefighters throughout his career; and WHEREAS, Firefighter Branch served as an acting lieutenant at Dutch Gap Fire and EMS Station on both Engine 14 and Truck 14; and WHEREAS, Firefighter Branch served as an assistant fire marshal; and WHEREAS, Firefighter Branch served as a rescue diver for the Department's Scuba Rescue Team for 8 years; and 19-706 11/13/19 WHEREAS, Firefighter Branch was awarded a LifeSave awar for rescuing a woman trapped in her car in rising floodwater i 2004, exemplifying a high level of service to the citizens o Chesterfield County; and WHEREAS, Firefighter Branch received a Unit Citation fo rescuing a horse in 2002; and WHEREAS, Firefighter Branch received an EMS Unit Citation for treating and saving the life of a person in cardiac arrest in 2003; and WHEREAS, Firefighter Branch received a Unit Citation fo rescuing three victims trapped in a vehicle in floodwaters i 2004; and WHEREAS, Firefighter Branch received a Unit Citation f rescuing boaters stranded on the James River in 2007; and WHEREAS, Firefighter Branch received a Unit Citation fo treating a patient with Chest Pain in 2012. NOW, THEREFORE, BE IT RESOLVED that the Chesterfielc County Board of Supervisors recognizes the contributions of Firefighter John K. "Kevin" Branch, expresses the appreciation of all citizens for his service to the county, and extend: their appreciation for his dedicated service and their congratulations upon his retirement. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.3.b. RECOGNIZING JACOB ALEXANDER SMITH UPON ATTAINING THE RANK OF EAGLE SCOUT On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board adopted the following resolution: WHEREAS, the Boy Scouts of America was incorporated by Mr. William D. Boyce on February 8, 1910, and was chartered by Congress in 1916; and WHEREAS, the Boy Scouts of America was founded to build character, provide citizenship training and promote physical fitness; and WHEREAS, after earning at least 21 merit badges in a wide variety of skills including leadership, service and outdoor life, serving in a leadership position in a troop, carrying out a service project beneficial to his community, being active in the troop, demonstrating Scout spirit, and living up to the Scout Oath and Law, Mr. Jacob Alexander Smith, Troop 2806, sponsored by Woodlake United Methodist Church, has accomplished those high standards of commitment and has reached the long -sought goal of Eagle Scout, which is received by only four percent of those individuals entering the Scouting movement; and 19-707 11/13/19 P] P] A A CEJ WHEREAS, growing through his experiences in Scouting,, learning the lessons of responsible citizenship, and endeavoring to prepare himself for a role as a leader in society, Jacob has distinguished himself as a member of a new generation of prepared young citizens of whom we can all be very proud. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes Mr. Jacob Alexander Smith, extends congratulations on his attainment of Eagle Scout, and acknowledges the good fortune of the county to have such an outstanding young man as its citizen. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.4. ADOPTION OF THE 2020 LEGISLATIVE PROGRAM On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board adopted the 2020 Legislative Program. (It is noted a copy of the program is filed with the papers of this Board.) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.5. ACCEPTANCE OF NUTRIENT OFFSET ALLOCATION AGREEMENT BETWEEN DOMINION ENERGY VIRGINIA AND CHESTERFIELD COUNTY On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board accepted the Nutrient Offset Allocation Agreement with Dominion Energy Virginia and authorized the County Administrator to execute the Nutrient Offset Agreement including possible future nutrient allocation transfers from Dominion Energy Virginia to Chesterfield County. (It is noted a copy of the agreement is filed with the papers of this Board.) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.6. AUTHORIZE THE RECEIPT AND APPROPRIATION OF 2019 STATE HOMELAND SECURITY GRANT FUNDS FROM THE DEPARTMENT OF HOMELAND SECURITY On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board authorized the Fire and Emergency Medical Services Department to receive and appropriate $245,776 in Homeland Security Grant funds from the Department of Homeland Security for the following regional projects: 1) $85,776 to manage a regional Division 1 Virginia Search and Technical Rescue/Urban Search and Rescue Project; 2) $95,000 to manage a regional project for the Central Virginia All -Hazards Incident Management Team; and 3) $65,000 to manage a regional project for the Central Virginia Fire Chief's Association. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 19-708 11/13/19 13.B.7. AWARD OF CONSTRUCTION CONTRACTS 13.B.7.a. FOR THE BELMONT ROAD (COURTHOUSE ROAD TO WHITEPINE ROAD) REALIGNMENT AND SHOULDER WIDENING PROJECT On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board authorized the Procurement Director to award a construction contract to Curtis Contracting, Inc. in the amount of $1,691,937.05, and execute all necessary change orders, up to the full amount budgeted, for the Belmont Road (Courthouse Road to Whitepine Road) Realignment and Shoulder Widening Project. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.7.b. FOR THE BAILEY BRIDGE ROAD (SPRING RUN ROAD TO SUNDAY SILENCE LANE) REALIGNMENT AND SHOULDER WIDENING PROJECT On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board authorized the Procurement Director to award a construction contract to J.R. Caskey, Inc. in the amount of $1,285,698, and execute all necessary change orders, up to the full amount budgeted, for the Bailey Bridge Road (Spring Run Road to Sunday Silence Lane) Realignment and Shoulder Widening Project. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.B.8. REQUEST FOR PERMISSION TO INSTALL A PRIVATE WATER SERVICE WITHIN A PRIVATE EASEMENT TO SERVE PROPERTY ON BALDWIN ROAD On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board approved a request from Mike Prindes for permission to install a private water service within a private easement to serve property at 4205 Baldwin Road and authorized the County Administrator to execute the water connection agreement. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 13.C. ASSIGNMENTS OF YEAR-END RESULTS AND APPROPRIATION OF ADDITIONAL STATE FUNDING FOR SCHOOLS Dr. Mervin Daugherty reviewed Schools, FY2020 Budget Adjustment Requests which were discussed during the afternoon work session. On motion of Mr. Holland, seconded by Mr. Winslow, the Board took the following actions: 1) appropriated additional FY2019 year-end results of operations as listed in Scheduled A filed with the papers of this Board; 2) appropriated up to $3.8 19-709 11/13/19 P1 P] P] c, million of additional FY2020 state funding as listed in Schedule B filed with the papers of this Board; and 3) authorized the transfer of school funding across appropriation categories because of higher than anticipated FY2020 grant funding, including the transfer of 200,000 from Instruction to the Operations and Maintenance for the School Security Equipment Grant and the transfer of $419,678 from Instruction to Technology for the STOP School Violence grants. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 14. FIFTEEN -MINUTE CITIZEN COMMENT PERIOD ON UNSCHEDULED MATTERS Mr. Ron Hobson, accompanied by his mother, representing every household in Bexley East, expressed concerns relative to not receiving responses from county departments to his emails and concerns. He provided photos of Bexley East prior to and after recent development and expressed concerns relative to the impact of development on property values of the existing homeowners. Mr. Brown Pearson addressed the Board relative to drainage issues associated with recent development in Bexley East. He inquired why the county was not utilizing bonds to perform work not completed by the developer. He encouraged the Board to develop a plan. Mr. Phil Lohr expressed concerns relative to unanswered questions regarding the proposed Courthouse Landing development. He stated traffic is a big concern for neighbors of the development. Mr. Owen Waltman stated he is proud to be in the county and to witness the Veterans Day ceremony. He publicly acknowledged Ms. Ruth Snead and county departments who assist with the program every year. 15. DEFERRED ITEMS 15.A. CONSIDERATION OF ADOPTION OF AN ORDINANCE ESTABLISHING A CAPITAL MAINTENANCE FEE AT THE CHESTERFIELD COUNTY AIRPORT Mr. Clay Bowles, Director of General Services, stated a public hearing was held on July 24, 2019 at which time the Board voted to defer this item to September 25, 2019. He further stated at the September 25 meeting, the Board voted to defer the item to today's meeting. In response to Mr. Winslow's question, Mr. Bowles stated the contract with Dominion has not yet been signed. Mr. Winslow made a motion to defer the matter indefinitely. In response to Ms. Haley's question, Mr. Michael Chernau, Deputy County Attorney, confirmed the matter can be deferred indefinitely. 19-710 11/13/19 Mr. Holland seconded Mr. Winslow's motion. Ms. Haley called for a vote on the motion of Mr. Winslow, seconded by Mr. Holland, for the Board to defer indefinitely the ordinance establishing a capital maintenance fee at the Chesterfield County Airport. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 15.B. ZONING REQUEST 19SN0580, EMERSON COMPANIES, INC., DALE DISTRICT (CYPRESS GLEN PROJECT) Ms. Darla Orr presented a brief summary of Case 19SN0580 which the Board voted to defer on October 23, 2019. Mr. Kerry Hutcherson, representing the applicant, stated the recommendation is acceptable. He further stated Mr. Jesse Smith has confirmed with the County Attorney that road cash proffer payments can be utilized to help pay for spillway improvements for Woodland Pond. He stated he believes the proffered conditions are reasonable under state law. Mr. Holland thanked the Woodland Pond residents for meeting with him to discuss this case. Mr. Holland then made a motion, seconded by Mr. Winslow, for the Board to approve Case 19SN0580 and accept the following proffered conditions: 1. Road Improvements. The Developer/Subdivider/ Assignee, at his sole discretion, shall provide one of the following: A. For each dwelling unit, the developer, sub- divider, or assignee(s) shall pay $9,400 per dwelling unit (the "Road Cash Proffer") to the County of Chesterfield for road improvements within the service district for the property. Each payment shall be made prior to the issuance of a building permit for a dwelling unit unless state law modifies the timing of the payment. OR B. The developer, sub -divider, or assignee(s) shall widen/improve the north side of Woodpecker Road for a distance of 350 feet along all or part of Tax Map Parcel Numbers 760-645-2185, 760-646-6036, and 761-645-2155 (now or formerly owned by County of Chesterfield) property frontage to provide a twelve (12) foot wide travel lane, measured from the centerline of the existing pavement, with a four (4) foot wide paved shoulder and overlaying to the centerline of the existing pavement with one and a half (1.5) inch of compacted bituminous asphalt concrete, with any modifications approved by the 19-711 11/13/19 P] 9 9 A c4l Transportation Department. IOB C. At the option of the Transportation Department, cash proffer payments may be reduced for the cost of road improvements provided by the applicant, subdivider assignee(s). The value of the improvements shall be approved by the Transportation Department. (T) The Applicant hereby further proffers the following conditions: 2. Architectural Design Standards. The Property shall be developed in accordance with the following Architectural/Design Elements, which are considered minimum standards. A. Style and Form: 1. Architectural Styles. The Architectural styles shall use forms and elements compatible with those in either the Highlands Subdivision or the Woodland Pond Subdivision, both located in Chesterfield County, Virginia. 2. Variation in Front Elevations. The following restrictions are designed to maximize architectural variety of the houses. a. Buildings with the same front elevation may not be located adjacent to, directly across from, or diagonally across the street from each other on the same street. b. Variation in the front elevation to address the paragraph above may not be achieved by simply mirroring the fagade but may be accomplished by providing at least two (2) of the following architectural changes: (i) adding or removing a porch or covered entry or increasing or decreasing the length of the porch or entry (ii) varying the location and/or style of a front facing gable(s) (iii) alternating the location of the garage (iv) providing different materials 19-712 11/13/19 and/or siding types on at least 500 of the elevation (v) providing a different roof type/roof line. B. Exterior Faeades. Dwelling fagades shall be constructed with brick, stone, stucco, synthetic stucco (E.I.F.S.), or lap siding. Where lap siding is used it shall either be manufactured from natural wood or cement fiber board or shall be premium quality vinyl siding with a minimum wall thickness of .044 inches. Synthetic Stucco (E.I.F.S.) siding shall be finished in a smooth, sand or level texture, and no rough textures are permitted. Dutch lap vinyl siding is prohibited. C. Foundations. All exposed foundations shall be constructed of brick, stone, or a combination thereof, except that stucco or synthetic stucco (E.I.F.S.) foundations may be used where stucco or synthetic stucco (E.I.F.S.) is used on the remainder of the dwelling. D. Roof Materials. Roofing material shall be dimensional architectural shingles or standing -seam metal with a minimum 30 -year warranty. All flashing shall be copper or pre -finished aluminum (bronze or black). E. Porches and Stoops. All front entry stoops and front porches shall be covered and constructed with either a continuous foundation wall or by masonry piers and lattice screening. If a continuous foundation wall is used to support a front entry stoop or front porch, the foundation wall shall be constructed of the same foundation material as is used on the remainder of the house (e.g., brick, stone, a combination of brick and stone, stucco, or synthetic stucco (E.I.F.S.)). Front porches shall be a minimum of five (5), deep. Handrails and railings shall be finished wood or metal railing with vertical pickets, stainless steel cables, swan balusters, or better quality materials. Pickets shall be supported on top and bottom rails that span between columns. There shall be no unpainted vertical surfaces on decks, porches and stoops on the front or sides of the house. F. Fireplaces, Chimneys and Flues. 1. Chimneys. Sided chimneys are permitted on roof planes or faeades and must have masonry foundations. Cantilevered chimneys are not permitted. The width and depth of chimneys shall be appropriately 19-713 11/13/19 P] P -A 9 7 Ce sized in proportion to the size and height of the dwelling unit. For gas fireplaces, metal flues may be used on the roof. 2. Direct Vent Fireplaces: Direct vent gas fireplace boxes that protrude beyond the exterior plane of the dwelling unit are not permitted on front fagades or corner - side fagades. All the exterior materials and finishes used to enclose the fireplace box must match the adjacent fagade. (BI and P) 3. Driveways/Front Walks. A. Private Driveways. All private driveways serving residential uses shall be hardscaped (which hardscaping shall be constructed of either asphalt, brushed concrete, stamped concrete, exposed aggregate concrete, or decorative pavers). Private driveways shall not require curb and gutter. B. Front Walks. Front walks shall be provided to the front entrance of each dwelling unit. Front walks shall be hardscaped (which hardscaping shall be constructed of either brushed concrete, stamped concrete, exposed aggregate concrete, or decorative pavers). Front walks shall be a minimum of three (3) feet wide. (P) 4. Garages. A. All units shall have, at a minimum, an attached two -car garage. B. Both front -loaded and corner side -loaded garages shall use an upgraded garage door. An upgraded garage door is any door with a minimum of two (2) enhanced features. Enhanced features shall include windows, raised panels, decorative panels, arches, hinge straps or other architectural features on the exterior that enhance the entry (i.e. decorative lintels, shed roof overhangs, arches, columns, keystones, eyebrows, etc.) Flat panel garage doors are prohibited. C. Front -loaded and corner side -loaded garages shall be located no closer to the street than the street -facing fagade of the main dwelling. (BI and P) 5. Landscaping and Yards. A. Front Foundation Planting Bed: Foundation planting is required along the entire front fagade of all units, and shall extend along 19-714 11/13/19 all sides facing a street. Foundation Planting Beds shall be a minimum of four (4) feet wide from the dwelling unit foundation. Planting beds shall be defined with a trenched edge or suitable landscape edging material. Planting beds shall include medium shrubs, spaced a maximum of four feet apart, and planting beds may include spreading groundcovers. Unit corners shall be visually softened with vertical accent shrubs (4-5 feet in height) or small evergreen trees (6-8 feet in height) at the time of planting. B. Front Yard Tree: One (1) tree per lot shall be planted or retained. A tree shall be planted or retained on both street frontages on corner lots. The front yard tree shall be a large deciduous tree and have a minimum caliper of two and one-half (2.5) inches. Native trees shall be permitted to have a minimum caliper of two (2) inches. (P) 6. Heating, Ventilation and Air Conditioning (HVAC) Units and Whole House Generators. Units shall initially be screened from view of public roads by landscaping or low maintenance material, as approved by the Planning Department. (P) 7. Density. The number of dwelling units shall not exceed 33. (P) 8. Minimum Dwelling Unit Size. The minimum gross floor area for one-story dwelling units shall be 1,800 square feet and dwelling units with more than one story shall have a minimum gross floor area of 2,000 square feet. (BI and P) 9. Buffers In Common Areas. Buffers shall be located within common areas that are maintained by the homeowners, association. (P) 10. Connection to County Water. The applicant or developer shall connect the Property to Counter water at the time of construction. (U) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 16. REQUESTS FOR MANUFACTURED HOME PERMITS AND REZONING PLACED ON THE CONSENT AGENDA TO BE HEARD IN THE FOLLOWING ORDER: - WITHDRAWALS DEFERRALS - CASES WHERE THE APPLICANT ACCEPTS THE RECOMMENDATION AND THERE IS NO OPPOSITION - CASES WHERE THE APPLICANT DOES NOT ACCEPT THE RECOMMENDATION AND/OR THERE IS PUBLIC OPPOSITION WILL BE HEARD AT SECTION 18 19SN0548 In Matoaca Magisterial District, Chesterfield County Board of Supervisors (project commonly known as Fire Station #8) 19-715 11/13/19 P] P] own A A A requests conditional use to permit a fire station plus conditional use planned development for exceptions to ordinance requirements and amendment of zoning district map in an Agricultural (A) District on 6.2 acres known as 6900 Hickory Road. Density will be controlled by zoning conditions or ordinance standards. The Comprehensive Plan suggests the property is appropriate for Residential Agricultural use (Maximum of 0.5 dwellings per acre). Tax ID 776-623 Part of 7920. Mr. Gillies presented a Summary of Case 19SN0548 and stated the Planning Commission and staff recommended approval, subject to the conditions. Chief Loy Senter was present, representing the applicant. Ms. Haley called for public comment. There being no one to address the issue, the public hearing was closed. Mr. Elswick stated change is inevitable and the fire station in Matoaca has served the residents well for many years. Mr. Elswick then made a motion, seconded by Mr. Winslow, for the Board to approve Case 19SN0548, subject to the following conditions: 1. Master Plan: The Textual Statement dated 9/7/19 shall be considered the Master Plan. (P) 2. Building Location: The fire station building shall be sited as generally shown on the Conceptual Site Plan produced by GuernseyTingle and dated September 18, 2019. (P) 3. External Sirens and Public -Address Systems: There shall be no external building mounted sirens or public-address systems. (P) 4. Screening of Solid Waste Storage Areas, Fuel Pumps and Other Similar Uses: Solid waste storage areas, fuel pumps and other similar uses shall be screened from view of adjacent property and public rights- of-way by fencing or screen walls which are constructed of comparable materials to, and designed to be compatible with, the fire station. (P) 5. Signage: Any freestanding identification signage shall be of a monument design constructed of comparable materials to, and designed to be compatible with, the fire station. (P) 6. Foundation Plantings. The building elevation directly facing Hickory Road shall be enhanced with foundation planting beds. Exact treatment and plantings shall be determined by the Planning Department at the time of site plan review. (P) 19-716 11/13/19 7. Lighting. In addition to requirements of Section 19.1-205 of the Ordinance, lighting shall meet the following standards:' a. Freestanding lights shall not exceed a height of 20 feet; and b. Building attached lighting shall be no higher than the roofline or parapet wall. (P) 8. Buffer. A 50 -foot buffer shall be provided along the east property line adjacent to Tax ID 778-620- 8657 (6600 Hickory Road). The buffer shall be planted in accordance with Perimeter Landscaping A. (P) TEXTUAL STATEMENT (9/7/19) The following exceptions are requested to the Ordinance requirements for development of a fire station in Agricultural (A) districts: Setbacks: A. Front building and parking setbacks: a. A thirty-foot building and parking setback shall be provided adjacent to the Hickory Road right-of-way. b. Landscaping treatment within the front building and parking setback shall generally consist of continuous planting strips with a variety of tree and shrub plantings to soften the appearance of the parking, drives, and building improvements as determined by the Planning Department at the time of site plan review. Where lines of site along Hickory Road in proximity to the vehicle bays are to be protected, the Planning Director shall allow a clear visual obstruction area. B. Rear and right -side yard parking setbacks: There shall be no rear or right -side parking setbacks required. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 19SN0617 In Bermuda Magisterial District, Chester Road Group requests rezoning from Residential (R-7), Community Business (C-3)and Neighborhood Business (C-2) to Multifamily Residential (R -MF) plus conditional use planned development to permit exceptions to ordinance requirements and amendment of zoning district map on 6.7 acres fronting the west line of Chester, 280 19-717 11/13/19 P1 P] PC A feet north of West Hundred Road. Density will be controlled by zoning conditions or ordinance standards. The Comprehensive Plan suggests the property is appropriate for Office/Residential Mixed Use. Tax IDs 789-655-9172, 789-656- 8921, 790-655-1191, and 790-656-0633 and 0720. Mr. Gillies presented a Summary of Case 19SN0617 and stated the Board has received an addendum reducing the number of three-bedroom units from 17 to 10. On motion of Mr. Winslow, seconded by Mr. Elswick, the Board suspended its rules to allow for consideration of the addendum. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. Mr. Gillies stated the Planning Commission and staff recommended approval and acceptance of the proffered conditions. Mr. Andy Scherzer, representing the applicant, stated the recommendation is acceptable. Ms. Haley called for public comment. Mr. Phil Lohr stated he appreciates the fact that the property is being developed. He inquired about the increase in density which is three times the Chester Plan limit. He also inquired how a linear park can be developed when the property backs up to the railroad. He noted the amount of revitalization funding lost by eliminating the cash proffers on this project. He encouraged the development but asked the Board to consider the impact of increased traffic at the intersection which is insufficient for current traffic flow. There being no one else to address the issue, the public hearing was closed. Ms. Jaeckle stated the businesses in Chester Village need customers if they are going to be sustainable. She further stated the proposed development will connect to the village. Ms. Jaeckle then made a motion, seconded by Mr. Winslow, for the Board to approve Case 19SN0617 and accept the proffered conditions. Ms. Haley stated the county needs to plan for the needs of future generations including quality, green space, and walkability. Ms. Jaeckle stated she believes as younger people are drawn to the area they will be the ones to start remodeling the older homes. Mr. Elswick stated since the area is already designated as a revitalization area, he understands there are no cash proffers. He suggested the Board examine the cash proffer criteria and see if it still fits two years after the criteria was set up. 19-718 11/13/19 Mr. Holland concurred with Mr. Elswick's suggestion and stated the Board needs to be mindful of the need for transportation improvements. Mr. Winslow stated the Board has been incentivizing infill development. He further stated he supports reviewing the cash proffer policy again next year as it relates to revitalization. Ms. Jaeckle pointed out that much of the traffic is not caused by the people who live in that area and if the cash proffer were imposed it would reduce the quality of the apartments. Ms. Haley called for a vote on the motion of Ms. Jaeckle, seconded by Mr. Winslow, for the Board to approve Case 19SN0617 and accept the following proffered conditions: 1. Master Plan. The Master Plan for the Property shall consist of the following: a. The Textual Statement last revised October 4, 2019; b. The Conceptual Plan, Exhibit A, last revised October 4, 2019 and prepared by Poole and Poole Architecture. Development of the Property shall generally conform to the Conceptual Plan, with respect to the general layout of roads and buildings, and the general location of parking, sidewalks, and open space. Adjustments to the Conceptual Plan may be approved at the time of site plan review, provided such adjustments substantially retain the relationship between buildings, parking, roads and open space. If adjustments are deemed to be significant, the Conceptual Plan shall be presented to the Planning Commission for final approval; and C. Conceptual Elevations, Exhibit B, last revised September 9, 2019 and prepared by Poole and Poole Architecture. (P and BI) 2. Utilities. a. Public water and wastewater systems shall be used. b. Where required, utility lines will be relocated subject to the Department of Utilities review and approval with the proposed site plan. C. The developer shall submit a hydraulic analysis of the existing wastewater collection system for approval by the Department of Utilities prior to the first site plan submittal for this development. The developer 19-719 11/13/19 CJ R] CEJ shall be responsible for making any wastewater system capacity increases, both on-site and off-site, to support the demands proposed by this development. (U) 3. Access. Direct vehicular access from the Property to Chester Road shall be limited to one (1) entrance/exit. The exact location of the access shall be approved by the Transportation Department. (T) 4. Road Improvements. Prior to issuance of an occupancy permit, the following road improvements shall be completed, as determined by the Transportation Department, with the exact design and length of the improvements approved by the Transportation Department. a. Construction of left and right turn lanes along Chester Road at the approved access. b. Construction of additional pavement along the southbound lanes of Chester Road to provide a separate right turn lane at the existing access serving the Chester House property. (This road improvement will not be required if no direct vehicular access is provided from the Property to the Chester House access road, as determined by the Transportation Department.) C. Construction of a ten (10) foot VDOT standard shared use path along the west side of Chester Road for the entire Property frontage to the existing Chester House access (Tax Map Number 789-656-7307, unless otherwise approved by the Virginia Department of Transportation (VDOT). d. Construction of a ten (10) foot VDOT standard shared use path along the west side of Chester Road from the Chester House access (Tax Map Number 789-656-7307) to the northern property line of Tax Map Parcel 789-656-7996 (now or formerly Chester Recreational Association), unless otherwise approved by VDOT (approximately 700 feet). e. Dedication to Chesterfield County, free and unrestricted, of any additional right-of-way (or easements) required for the improvements identified above. (T) 5. Architecture and Buildinq Materials. a. Unless significant deviations are approved by the Planning Commission during site plan review, the architectural treatment of the buildings shall generally be compatible in quality to the architectural standards of the elevations as shown on Exhibit B. 19-720 11/13/19 b. Buildings shall be constructed with brick or stone veneer, hardiplank, or a combination thereof. Exterior fagade shall contain at least twenty (20) percent brick or stone veneer. Different fagade materials shall be used for building facades to add depth and interest to the structure. Roofing material shall be standing seam metal, dimensional architectural shingles, or better with a minimum of 30 -year warranty. Thermoplastic polyolefin (TPO) roofing shall be permitted as a flat roof material. (P and BI) 6. Landscaping. Landscaping, including foundation plantings, shall be provided and maintained around the perimeter of all buildings, between buildings and driveways, within medians, and common areas. Landscaping shall be designed to minimize the predominance of building mass and paved areas; define private spaces; and enhance the residential character of the development. The landscaping plan shall be approved at the time of plans review with respect to the exact numbers, spacing, arrangement and species of plantings. (P) 7. Mechanical Unit Screening. Any mechanical units shall be ground mounted or roof mounted. Any mechanical units that are ground mounted shall be screened with landscaping, a masonry wall to match the masonry on the buildings, or an opaque fence. Any mechanical units that are roof mounted shall be screened by architectural features and materials which are compatible with the building fagade architecture. Screening shall be designed so as to block such mechanical units from view by person on any public streets. The specific method of screening shall be approved at the time of plan review. (P) 8. Recreational Area and Amenities. a. A minimum 4,000 square foot clubhouse/amenity area, which shall include interior and exterior gathering spaces, a leasing office, and other uses to primarily serve the residents, shall be provided with the first phase of the development and generally located within or adjacent to a residential building as depicted on Exhibit A. The leasing office shall be no more than 1506 of the clubhouse/amenity area. b. Recreational and pedestrian amenities, such as walking paths, benches, gathering areas, picnic area(s), pocket/dog park(s), pickleball courts, bocce ball courts, and a pool, shall be permitted. Pedestrian scale amenities shall be developed concurrent with the phase of 19-721 11/13/19 PI F] development that the amenities are intended to serve. C. If the proposed best management practice (BMP) basin is a wet pond, a water feature shall be included, such as a fountain, to provide a visual amenity for the development. Such amenity shall be subject to review and approval of the Environmental Engineering Department during site plan review. (P and EE) 9. Sidewalks. Sidewalks and walkways shall be provided along internal driveways that provide general circulation and among parking areas. A sidewalk shall be provided near the southern property line to connect to the existing sidewalk along Chester Road as shown on Exhibit A. (P) 10. Fence. A six -foot -tall aluminum powder coated fence, as generally shown in Exhibit C, shall be installed along the common boundary line with Tax ID 789-656-7307, as shown in Exhibit A. The exact design of the fence will be approved by the Planning Department at the time of plans review. (P) 11. Access Easement. In the event Tax IDs 790-655-2363 and/or 790-655-0950 redevelop to permit residential uses, the owner/developer shall record an access easement from the Chester Road access through the Property to the adjacent properties to the south as referenced above. (P) 12. Environmental Engineering. Management of the post - development discharge rates for the 2, 10, and 100 - year storm shall be demonstrated to be at or below the pre -development discharge rates for 2, 10, and 100 -year storm respectively. (EE) 13. Unit Types. No more than 8.50-. ten (10) of the dwelling units constructed shall have three (3) bedrooms. No more than 126 of the dwelling units constructed shall have two (2) bedrooms. No dwelling units shall have more than three (3) bedrooms. (P and BI) TEXTUAL STATEMENT This is a request to rezone 6.7 acres to Residential Multi -Family (R -MF) with a Conditional Use Planning Development (CUPD) to permit ordinance exceptions, as described herein, and as provided in the accompanying proffers. Specifically, the applicant requests the following exceptions to required Zoning Ordinance Standards: 1. Proiect Standards. a. Density. A twenty (20) unit per acre exception to the residential density 19-722 11/13/19 N limitation of ten (10) units per acre to permit a maximum residential density of thirty (30) units per acre. b. Recreational Area. An exception to the requirement that an area accessible to and included within the development of not less than ten (10) percent of gross acreage shall be provided for suitable recreational use and in no event less than 1.5 acres be provided. C. Access Drives. A four (4) foot exception to the thirty (30) foot access drive requirement for residential units, to allow a twenty-six (26) foot wide access drive for fire access. Non -fire designated access drives may be a minimum of twenty-four (24) feet. Building Standards. a. Project Property Lines. All buildings shall be setback a minimum of ten (10) feet from any project property lines. Within the setback between Tax IDs 789- 656-7307 and 789-656-8921 (as shown on Exhibit A), landscaping equivalent to Landscape Type G shall be maintained or installed. b. Interior Private Pavement. A fifteen (15) foot exception to the twenty-five (25) foot setback requirement from interior private pavement, excluding parking spaces, for residential buildings. Within the setback between Tax IDs 789-656-7307 and 789-656-8921 (as shown on Exhibit A), landscaping equivalent to Landscape Type G shall be maintained or installed. C. Parking Spaces. i. A ten (10) foot exception to the requirement that all residential structures, including accessory structures, to be located at least fifteen (15) feet from any parking space. ii. A fifteen (15) foot exception for any parking spaces adjacent to first floor parking garages/units. d. Distance Between Buildings. The minimum distance between buildings shall be thirty (30) feet. e. Units per Floor. A ten (10) unit exception to the ten (10) dwelling units 19-723 11/13/19 1C P] F A [A per floor limitation to permit a maximum of twenty (20) dwelling units per floor. f. Height. The maximum building height shall be 60 feet from grade at the garage level to the highest parapet. 3. Other Required Project Standards. a. Parking. On-site parking shall be provided at a minimum of 1.75 spaces per dwelling unit. b. Buffers. There shall be no buffers required. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 20SN0503 In Bermuda Magisterial District, Amy Barr requests conditional use to permit a business use from the home (art school) and amendment of zoning district map in an Agricultural (A) District on 5.0 acres known as 315 Enon Church Road. Density will be controlled by zoning conditions or ordinance standards. The Comprehensive Plan suggests the property is appropriate for Suburban Residential II use (2 to 4 dwellings per acre). Tax ID 816-642-8744. Mr. Gillies presented a Summary of Case 20SN0503 and stated the Planning Commission and staff recommended approval, subject to the conditions. Ms. Amy Barr, representing the applicant, accepted the conditions. Ms. Haley called for public comment. There being no one to address the issue, the public hearing was closed. On motion of Ms. Jaeckle, seconded by Mr. Elswick, the Board approved Case 20SN0503, subject to the following conditions: 1. Non -Transferable Ownership: This conditional use shall be granted to and for Amy Barr, exclusively, and shall not be transferable nor run with the land. (P) 2. Use. The conditional use shall be limited to the operation of an art school. (P) 3. Expansion of Use: There shall be no new buildings, or additions or alterations to the existing dwelling, to accommodate this use. (P) 4. Signage: There shall be no signs permitted to identify this use. (P) 19-724 11/13/19 5. Number of Students: Classes shall be limited to eight (8) students. (P) 6. Hours of Operation: Classes shall be conducted a maximum of five days per week. Hours for classes shall be between the hours of 10:00 a.m. and 7:30 p.m. daily. (P) 7. Employees: Other than family member employees that live on the premises, there shall be no outside employees permitted to work on the premises. (P) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 20SN0515 In Clover Hill Magisterial District, Chesterfield County Board of Supervisors request a conditional use planned development to permit parking exceptions and amendment of zoning district map in a Commercial (C-2) District on 0.5 acre known as 316 North Arch Road. Density will be controlled by zoning conditions or ordinance standards. The Comprehensive Plan suggests the property is appropriate for Neighborhood Business. Tax ID 752-705-5993. Mr. Gillies presented a Summary of Case 20SN0515 and stated the Planning Commission and staff recommended approval, subject to the condition. In response to Mr. Elswick's question about amending the zoning ordinance to grant administrative authority to the director of planning for these types of zoning requests, Mr. Gillies agreed amendments are needed relative to retail parking ratios and this issue could be addressed when updating the zoning ordinance. Ms. Haley called for public comment. There being no one to address the issue, the public hearing was closed. On motion of Mr. Winslow, seconded by Mr. Holland, the Board approved Case 20SN0515, subject to the following condition: With approval of this request, a five (5) parking space exception to the twenty-five (25) parking space requirement to serve retail use(s) within the existing 4,950 square -foot building shall be granted. (P) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 20SN0517 In Bermuda Magisterial District, Enon LLC requests amendment of zoning approvals (Cases 16SN0513 and 17SN0756) relative to 19-725 11/13/19 P] F] F A cash proffers and development standards and amendment of zoning district map in a Community Business (C-3) District on 56.7 acres fronting 330 feet on the east line of North Enon Church Road, 935 feet north of East Hundred Road. Density will be controlled by zoning conditions or ordinance standards. The Comprehensive Plan suggests the property is appropriate for Medium -High Density Residential (minimum 4.0 to 8.0 dwellings per acre) and Industrial uses. Tax IDs 824- 648-6539 and 826-648-3681. Mr. Gillies presented a Summary of Case 20SN0517 and stated the Planning Commission and staff recommended approval and acceptance of the proffered conditions. Mr. Andy Scherzer, representing the applicant, accepted the recommendation. Ms. Haley called for public comment. There being no one to address the issue, the public hearing was closed. Ms. Jaeckle noted this is another example of an infill development where transportation issues are caused by employment in the area. She stated building more housing allows citizens to live closer to where they work. She further stated reducing or eliminating the cash proffer increases the quality of the community. On motion of Ms. Jaeckle, seconded by Mr. Winslow, the Board approved Case 20SN0517 and accepted the following proffered conditions: The Applicant hereby amends Proffered Condition 3.c.iii of Case 17SN0756 to read as follows: 1. Exterior Fagades. Acceptable siding materials include brick, stone, masonry, vinyl siding and approved horizontal lap siding, or a combination thereof. Horizontal lap siding may be manufactured from natural wood or cement fiber board or may be premium quality vinyl siding with a minimum wall thickness of 0.044 inches. Plywood, Dutch Lap siding, and metal siding are not permitted. (P) The Applicant hereby offers the following proffered conditions. 2. Front yards. All front and corner side yards shall be sodded and irrigated. (P) 3. Conceptual Elevations. Development of the dwelling units shall be in general conformance with the architectural appearance as shown in Exhibit A dated September 30, 2019. (P) 4. Units on Slab. If the dwelling unit is constructed on a slab, brick or stone shall be employed around the base of the front and corner side of the dwelling unit a minimum of twenty-four (24) inches 19-726 11/13/19 and on the sides and rear of the dwelling unit a minimum eight (8) inches above grade so as to give the appearance of a foundation. (P) 5. Heating, Ventilation and Air Conditioning (HVAC) Units and House Generators. Units shall initially be screened from view of public roads by landscaping or fencing or lattice -work with a maximum height of forty-two inches (42"). (P) 6. Garages. If garages are provided, the following shall be required. a. A maximum of 15 dwelling units may have front- loaded garages that extend a maximum of twenty (20) feet from the front line of the finished living space of the main dwelling unit, as shown in Elevation 4 of Exhibit A. b. The remainder of the dwelling units shall be permitted to extend as far forward from the front line of the main dwelling as the front line of the front porch provided that the rooflines of the porch and garage are contiguous. Where the rooflines are not contiguous, garages shall be permitted to project a maximum of five ( 5 ) feet forward of the front line of the front porch. C. All front -loaded, and side -loaded garages on corner lots, shall use an upgraded garage door. An upgraded garage door is any door with a minimum of two (2) enhanced features. Enhanced features may include windows, raised panels, decorative panels, arches, hinge straps, or other architectural features on the building exterior adjacent to the garage door to enhance entry (i.e. decorative lintels, shed roof overhangs, arches, columns, keystones, eyebrows, etc.). (P) 7. Required Recreational Amenities. A dog park and a covered community gathering space, such as a pavilion, gazebo, or similar structure ("Pavilion"), shall be provided as pedestrian scale amenities. The Pavilion shall be a minimum 360 square feet in size and the design shall be compatible with the architecture of the community. The exact location of the Pavilion shall be determined at the time of initial construction plan approval and shall be under construction prior to the 55th building permit. (P) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 19-727 11/13/19 F1 F F A A A 20SN0519 In Matoaca Magisterial District, C. Robert Wilson, Builder Inc (project commonly known as Collington) requests amendment of zoning approval (Case 17SN0522) to amend cash proffers and amendment of zoning district map in a Residential (R-12) District on 0.3 acre fronting 90 feet on the east line of Brading Lane, 195 feet north of Shipborne Road. Density will be controlled by zoning conditions or ordinance standards. The Comprehensive Plan suggests the property is appropriate for Suburban Residential II (2.0 to 4.0 dwellings per acre). Tax ID 726-661-8567. Mr. Gillies presented a Summary of Case 20SN0519 and stated the Planning Commission and staff recommended approval and acceptance of the proffered conditions. Mr. Charles Robert Wilson was present representing the applicant. Ms. Haley called for public comment. There being no one to address the issue, the public hearing was closed. On motion of Mr. Elswick, seconded by Mr. Winslow, the Board approved Case 20SN0519 and accepted the following proffered conditions: Architectural Design Standards. The dwelling shall be subject to the following architectural design standards: a. Stvle and Form. The architectural style shall contain forms and elements compatible with those in the Collington subdivision in Chesterfield County, Virginia. The same architectural style of dwelling unit frontal elevations shall not be located adjacent to or directly across from each other, but this requirement shall not prevent a dwelling unit from having the same frontal elevations as a dwelling unit located diagonally across from said dwelling unit. b. Exterior Fagades. i. Fagade Materials. The dwelling unit shall have a brick, stone or masonry front that covers a minimum of 200 of the facade (which fagade shall exclude gables, windows, trim, and doors). Other acceptable siding materials shall include stucco, synthetic stucco (E.I.F.S.), or horizontal lap siding (except for Dutch lap siding). Horizontal lap siding may be manufactured from natural wood or cement fiber board or may be premium quality vinyl siding with a minimum wall thickness of .044 inches. Synthetic 19-728 11/13/19 c. M e Stucco (E.I.F.S.) siding shall be finished in a smooth, sand or level texture, no rough textures are permitted. Exterior fagades shall include, at a minimum, 1 X 6 rake and fascia boards. ii. Color. Elements of exterior fagades (which include masonry or siding, trim, and doors) shall include a minimum of three (3) colors, except a minimum of two (2) colors shall be included if the masonry or siding is white. Foundations. All foundations shall be constructed entirely of brick and/or stone. Roof S. i. Varied Roof Line. Varied roof designs and materials shall be used on fagades of the dwelling that face a street. The main roof pitch shall be a minimum of 7/12, and there shall be a minimum roof overhang of twelve (12) inches on main gables. Roof pitch may be decreased to match the architectural style of each individual dwelling (e.g., Pacific Northwest, Modern, Craftsman, etc.). Porch roofs and dormers may utilize pitches that are less than 7/12. ii. Roof Materials. be dimensional with a minimum flashing shall b aluminum (bronze Roofing material shall architectural shingles 30 year warranty. All E! copper or pre -finished or black) . Porches, Stoops and Decks. i. Front Porches. Individual porches and porticos shall be one-story in height. Extended front porches shall be a minimum of 5' deep. Handrails and railings, when required by building code, shall be finished painted wood or metal railing with vertical pickets or swan balusters. Pickets shall be supported on top and bottom rails that span between columns. Columns supporting roofs of porches, porticos and covered stoops on street facing fagades, shall be masonry piers, tapered round (Tuscan or Doric) column, square box columns a minimum of 6" square, or other high-quality columns as appropriate to the character of the unit. Wooden front porches shall include painted pickets, a painted band, and painted lattice underneath such porches. ii. Rear Porches. All rear porches visible 19-729 11/13/19 1E F] P1 A from public rights of way shall have lattice (or higher quality) screening spanning between columns. Handrails and railings, when required by building code, shall be finished painted wood or metal railing with vertical pickets or swan balusters. f. Fireplaces, Chimneys and Flues. i. Chimneys. Chimney chases shall be constructed of brick or stone. The width and depth of chimneys shall be appropriately sized in proportion to the size and height of the unit. ii. Direct Vent Fireplaces: Direct vent gas fireplace boxes which protrude beyond the exterior plane of the unit, are not permitted on front fagades. All the exterior materials and finishes used to enclose the fireplace box must match the adjacent fagade. g. Driveways, Front Walks, Decorative Lighting & Mailboxes. i. Private driveways shall be constructed of either concrete or asphalt. Private driveways shall not require curb and gutter. ii. A front walk shall be provided to the dwelling unit. Front walks shall be constructed of concrete. Front walks shall be a minimum of 3' wide. One (1) lamp post shall be provided to the dwelling unit. The design of such lamp post shall be consistent throughout the Collington subdivision. iv. The mailbox shall be consistent with those throughout the Collington subdivision. h. Landscaping and Yards. All front and corner side yards shall be sodded and irrigated. Foundation planting beds shall be provided along the front facade of the dwelling unit. Foundation planting beds shall be a minimum of four (4) feet wide as measured from the unit foundation. Planting beds shall be defined with a trenched edge or suitable landscape edging material. Planting beds shall include medium shrubs spaced a maximum of four (4) feet apart. Unit corners shall be visually softened with vertical accent shrubs (2-4' in height) or small evergreen trees (5-7' in height) at the time of planting. An 19-730 11/13/19 alternative to one corner landscaping treatment shall be one small deciduous tree planted in the front yard of the dwelling. i. Garages. i. The unit shall have a garage, which may be attached or detached. ii. Attached garages (both front loaded and corner side loaded) and detached garages shall use an upgraded garage door. An upgraded garage door is any door with a minimum of two (2) enhanced features. Enhanced features shall include windows, raised panels, decorative panels, arches, hinge straps or other architectural features on the exterior that enhance the entry (i.e. decorative lintels, shed roof overhangs, arches, columns, keystones, eyebrows, etc.). Flat panel garage doors are prohibited. Garages shall be permitted to extend past the front line of the main dwelling provided that the architectural treatment of the garage (with respect to fenestration and foundation treatment) generally conforms to the example photo attached hereto as Exhibit A. j. Heating, Ventilation and Air Conditioning (HVAC) Units and Whole House Generators. Units shall initially be screened from view of public roads by landscaping or low maintenance material, as approved by the Planning Department. (P and BI) Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 17. PUBLIC HEARINGS 17.A. TO CONSIDER AMENDING SECTION 9-64 OF THE COUNTY CODE RELATING TO TECHNOLOGY ZONES Ms. Karen Aylward, Assistant Director of Economic Development, stated the Board is being asked to consider amending Section 9-64 of the County Code relating to rebate of taxes on machinery and tools used by certain businesses located in an enterprise zone, subzone or technology zone. She provided details of the county's zone program and the current ordinance which has proven ineffective in incentivizing business expansion. She stated the proposed ordinance amendments will provide a more detailed and useful definition of a "qualified facility expansion or renovation" which can be applied fairly to small and large businesses and will encourage new capital investment and new job creation for those businesses undertaking a bona fide expansion. 19-731 11/13/19 PI PJ PI A Ms. Haley called for public comment. There being no one to address the issue, the public hearing was closed. Mr. Holland stated he appreciates that the county is treating small businesses fairly and this ordinance provides to small businesses the same advantages of large businesses. Mr. Winslow concurred with Mr. Holland. On motion of Mr. Elswick, seconded by Mr. Holland, the Board adopted the following ordinance: AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD, 1997, AS AMENDED, BY AMENDING AND RE-ENACTING SECTION 9-64 RELATING TO MACHINERY AND TOOLS USED BY CERTAIN BUSINESSES LOCATED WITHIN AN ENTERPRISE ZONE OR SUBZONE OR TECHNOLOGY ZONE BE IT ORDAINED by the Board of Supervisors of Chesterfield County: (1) That Section 9-64 of the Code of the County of Chesterfield, 1997, as amended, is amended and re-enacted to read as follows: Sec. 9-64. Rebate Machinery and tools used by manufacturing businesses located within an enterprise zone or subzone or technology zone. (a) Any manufacturing business which either (i) locates in an enterprise zone or subzone or technology zone or (ii) undergoes a "qualified facility expansion or renovation" as defined herein shall qualify for the rebate specified below, to the extent permissible under the Constitution of Virginia. For any "small business" as defined by § 2.2-1604 of the Code of Virginia, a "qualified facility expansion or renovation" shall mean (i) creating 5 net new jobs and at least $5,000,000 in new capital investment in machinery and tools or (ii) creating 10 net new jobs and at least $1,000,000 in new capital investment in machinery and tools. For a business not meeting the Code of Virginia definition of a "small business", a "qualified facility expansion or renovation" shall mean (i) creating 25 net new jobs and making at least a $100,000,000 capital investment in machinery and tools, or (ii) creating 50 net new jobs and at least $5,000,000 capital investment in machinery and tools. (b) An application for enterprise zone or technology zone benefits must be submitted to the department of economic development and the benefit accessed by the business within one-year of start of operations in the enterprise zone or subzone or technology zone, or within one-year of a qualified facility expansion or renovation in order to receive the machinery and tools tax rebate. 19-732 11/13/19 (c) The rebate amount shall be 100 percent of the tax on the assessed value being reported for machinery and tools taxes for each of five consecutive years (the "rebate period"), beginning the tax year after the business located in the zone or the tax year after the business achieves a qualified facility expansion or renovation. However, in the case of a qualified facility expansion or renovation, the rebate shall be limited to 100 percent of the tax on the increase in the assessed value over the value from the base year assessed value. The rebate period cannot be extended solely by relocating within or to another zone or by an ownership change. The Treasurer shall issue a rebate within 60 days of receipt of full payment of the machinery and tools tax for each year of the rebate period. (d) To receive a rebate, a business must file the annual return of machinery and tools, along with a detailed list of assets, with the office of the commissioner of the revenue. The business must pay the resulting machinery and tools tax and then the allowable portion of these taxes will be rebated. The commissioner may request additional documentation from the business, and that documentation must be received within ten days from the date of this request unless the commissioner agrees, in his sole discretion, to an extension of time for the submission of such documentation. In no case, however, shall the extension exceed 90 days. Failure to request the rebate or to submit the required documentation, as determined by the commissioner in a timely manner shall result in forfeiture of the machinery and tools rebate incentive for that year of the rebate period. Neither a sale and lease -back agreement nor a subsequent purchase of equipment originally leased shall extend the rebate period beyond the original five-year period. (e) The rebate of tax on qualifying leased property must be issued directly to the lessor unless the lessee provides documentation showing that the lessee either paid the tax on such property directly to the county or reimbursed the lessor for such taxes. (f) Any rebate available pursuant to this section shall first be used to satisfy any delinquent debts owed to the county by the business. (2) That this ordinance shall become effective immediately upon adoption. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 17.B. TO CONSIDER AN ORDINANCE TO VACATE A SIXTEEN -FOOT SEWER EASEMENT AND A PORTION OF A SIXTEEN -FOOT DRAINAGE EASEMENT ACROSS OPEN SPACE C, HARPER'S MILL SOUTH, SECTION 2 Mr. John Harmon stated this date and time has been advertised for a public hearing for the Board to consider an ordinance 19-733 11/13/19 Wn lk PJ A to vacate a 16 -foot sewer easement and a portion of a 16 -foot drainage easement across Open Space C, Harper's Mill South, Section 2. Ms. Haley called for public comment. There being no one to speak to the issue, the public hearing was closed. On motion of Mr. Holland, seconded by Mr. Elswick, the Board adopted the following ordinance: AN ORDINANCE whereby the COUNTY OF CHESTERFIELD, VIRGINIA, ("GRANTOR") vacates to KA HOLDINGS, LLC, a Virginia limited liability company, ("GRANTEE"), a 16' sewer easement and portion of a 16' drainage easement across Open Space C, Harper's Mill South, Section 2, MATOACA Magisterial District, Chesterfield County, Virginia, as shown on a plat thereof duly recorded in the Clerk's Office, Circuit Court, Chesterfield County, Virginia in Plat Book 254, at Page 86. WHEREAS, KA HOLDINGS, LLC, petitioned the Board of Supervisors of Chesterfield County, Virginia to vacate a 16' sewer easement and portion of a 16' drainage easement across Open Space C, Harper's Mill South, Section 2, MATOACA Magisterial District, Chesterfield County, Virginia more particularly shown on a plat of record in the Clerk's Office of the Circuit Court of said County in Plat Book 254, Page 86, by Timmons Group, dated MAY 9, 2017 and recorded April 9, 2018. The easements petitioned to be vacated is more fully described as follows: A 16' sewer easement and portion of a 16' drainage easement across Open Space C, Harper's Mill South, Section 2, the location of which is more fully shown on a plat made by Timmons Group, dated April 5, 2019 and revised October 4, 2019, a copy of which is attached hereto and made a part of this Ordinance. WHEREAS, notice has been given pursuant to Section 15.2- 2204 of the Code of Virginia, 1950, as amended, by advertising; and, WHEREAS, no public necessity exists for the continuance of the easements sought to be vacated. NOW THEREFORE, BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF CHESTERFIELD COUNTY, VIRGINIA: That pursuant to Section 15.2-2272 of the Code of Virginia, 1950, as amended, the aforesaid easement be and is hereby vacated. This Ordinance shall be in full force and effect in accordance with Section 15.2-2272 of the Code of Virginia, 1950, as amended, and a certified copy of this Ordinance, together with the plat attached hereto shall be recorded no 19-734 11/13/19 sooner than thirty days hereafter in the Clerk's Office, Circuit Court, Chesterfield County, Virginia pursuant to Section 15.2-2272 of the Code of Virginia, 1950, as amended. The effect of this Ordinance pursuant to Section 15.2- 2274 is to destroy the force and effect of the recording of the portion of the plat vacated. This Ordinance shall vest fee simple title to the easements hereby vacated in the property owner free and clear of any rights of public use. Accordingly, this Ordinance shall be indexed in the names of the GRANTOR and GRANTEE, or their successors in title. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 17.C. TO CONSIDER THE EXERCISE OF EMINENT DOMAIN FOR THE ACQUISITION OF PERMANENT RESTORATION EASEMENTS AND TEMPORARY CONSTRUCTION EASEMENTS FOR THE POCOSHOCK CREEK STREAM RESTORATION PROJECT Mr. John Harmon stated this date and time has been advertised for a public hearing for the Board to consider the exercise of eminent domain for the acquisition of permanent restoration easements and temporary construction easements for the Pocoshock Creek Stream Restoration Project. Mr. Winslow expressed appreciation to Mr. Harmon for his work on this project. Ms. Haley called for public comment. There being no one to speak to the issue, the public hearing was closed. On motion of Mr. Winslow, seconded by Mr. Elswick, the Board authorized the County Attorney to proceed with eminent domain for the acquisition of permanent restoration easements and temporary construction easements for the Pocoshock Creek Stream Restoration Project, including the filing of certificates so construction may begin prior to eminent domain proceedings for the following properties: 460 Pocono Drive, Chester T. Purvis, IV and Jessica T. Nguyen; 10503 Keithwood Parkway, Raymond E. Melton; 10100 Natural Bridge Road, Tina M. Saintsing; 10505 Keithwood Parkway, Emily Jean Freeman and Robert M. Mothershead; 410 Pocono Drive, Daniel Christopher Loving; and 200 Pocono Drive, Jerry Adams and Jay M. Field, Jr. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. 18. REMAINING MANUFACTURED HOME PERMITS AND ZONING REQUESTS There were no remaining manufactured home permits or zoning requests. 19-735 11/13/19 P] P] P] 19. FIFTEEN -MINUTE CITIZEN COMMENT PERIOD ON UNSCHEDULED MATTERS There were no requests to speak at this time. 20. ADJOURNMENT On motion of Mr. Holland, seconded by Mr. Elswick, the Board adjourned at 8:12 p.m. until December 6, 2019, at 8:30 a.m. for a meeting with the county's Legislative Delegation in Room 502 at the County Administration Building. Ayes: Haley, Elswick, Jaeckle, Winslow and Holland. Nays: None. X Casey Administrator A c, 19-736 11/13/19 PI Ic 9