HomeMy WebLinkAbout11.1.23 PB Agenda Packet 1
ORANGE COUNTY PLANNING DEPARTMENT
131 W. MARGARET LANE, SUITE 201
HILLSBOROUGH, NORTH CAROLINA 27278
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AGENDA
ORANGE COUNTY PLANNING BOARD
WHITTED MEETING FACILITY
300 WEST TRYON STREET, SECOND FLOOR
I-IILLSBOROUGH, NORTH CAROLINA 27278
Wednesday, November 1, 2023
Regular Meeting — 7:00 pm
No. Page(s) Agenda Item
1. CALL TO ORDER
2. INFORMATIONAL ITEMS
4 -5 a. Planning Calendar for November and December
3. APPROVAL OF MINUTES
6-8 August 2, 2023 Regular Meeting Minutes
9 August 2, 2023 Special Presentation Notes
10 August 2, 2023 Training Session Notes
11 September 6, 2023 Training Session Notes
4. CONSIDERATION OF ADDITIONS TO AGENDA
5. PUBLIC CHARGE
Introduction to the Public Charge
The Board of County Commissioners, under the authority of North Carolina General Statute,
appoints the Orange County Planning Board (OCPB)to uphold the written land development
laws of the County. The general purpose of OCPB is to guide and accomplish coordinated and
harmonious development. OCPB shall do so in a manner which considers the present and
future needs of its residents and businesses through efficient and responsive process that
contributes to and promotes the health, safety, and welfare of the overall County. The OCPB
will make every effort to uphold a vision of responsive governance and quality public services
during our deliberations, decisions, and recommendations.
Public Charge
The Planning Board pledges its respect to all present. The Board asks those attending this
meeting to conduct themselves in a respectful, courteous manner toward each other, County
staff, and Board members. At any time should a member of the Board or the public fail to
observe this charge, the Chair will take steps to restore order and decorum. Should it
become impossible to restore order and continue the meeting, the Chair will recess the
meeting until such time that a genuine commitment to this public charge is observed.
The Planning Board asks that all electronic devices such as cell phones, pagers, and
computers should please be turned off or set to silent/vibrate.
Please be kind to everyone.
2
No. Page(s) Agenda Item
6. CHAIR COMMENTS
7. 12 - 14 UPDATE ON COMPREHENSIVE LAND USE PLAN (CLUP) PROCESS—To
receive a presentation on the on-going CLUP process, including a
recent public engagement event.
Presenter: Tom Altieri. Senior Planner— Long-Range Planning &
Administration
H. ADJOURNMENT
Written Comments
Interested persons who cannot attend the meeting in-person are invited to submit written
comments on agenda items to the Planning Board via email at
planningboard .orangecountync.gov no later than 3:00 p.m. on the afternoon of the meeting.
Please include in the Subject line of the email the title of the agenda item your comment pertains
to. Emails sent to this address are viewable on Google Groups:
https://groups.google.com/g/ocplanningboard
Written comments can also be dropped off at the Planning Department's offices at 131 W.
Margaret Lane, 2nd floor, Hillsborough, NC during normal business hours (8:00 a.m. to 5:00 p.m.
Monday through Friday). Written comments will be scanned and sent by staff to the email address
indicated above.
Review Process
The Planning Board is an appointed volunteer advisory board which makes recommendations to
the Board of County Commissioners (the elected officials). The Board of County Commissioners
holds a formal public hearing and makes decisions. Section 2.8 of the County's Unified
Development Ordinance contains a flowchart depicting the review process for rezoning and text
amendment applications.
Planning Board Member Potential Conflict of Interest
It is the duty of every Board member to avoid both conflicts of interest and appearances of conflict.
Board members having any conflicts of interest or appearances of conflict with respect to matters
before the Board should identify the conflict or appearance of conflict and refrain from undue
participation in the matter involved.
As a reminder, NC General Statute § 160D-109 establishes the following standard: Members of
appointed boards shall not vote on any advisory or legislative decision regarding a development
regulation where the outcome of the matter being considered is reasonably likely to have a direct,
substantial, and readily identifiable financial impact on the member. An appointed board member
shall not vote on any zoning amendment if the landowner of the property subject to a rezoning
petition or the applicant for a text amendment is a person with whom the member has a close
familial, business, or other associational relationship.
3
If any Planning Board member has any concern about a possible conflict related to an agenda
item, please notify Planning staff and get in touch directly with a member of the County Attorney's
staff before the meeting time to determine whether a conflict exists—and if so, how best to handle
the potential conflict.
4
1 • " 11
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4
Notes:
*Planning Board Member Attendance Required Planning Board BOCC
Meeting Business
Planning Board meetings are held in room 230 on 7:00 pm* Meeting
the second floor of the Whitted Building located at 7:00 pm
300 W.Tryon St., Hillsborough,NC 27278
Whitted Bldg. Whitted Bldg.
5 6 7 8 9 10 11
ELECTION Board of BOCC
Adjustment Work Session
7:00 pm 7:00 pm
Whitted Bldg. Southern
Human
Services Ctr.
12 13 14 15 16 17 18
BOCC
Business
Meeting
7:00 pm
Southern
Human
Services Ctr.
19 20 21 22 23 24 25
26 27 28 29 30
5
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
Notes:
*Planning Board Member Attendance Required
Planning Board meetings are held in room 230 on
the second floor of the Whitted Building located at
300 W.Tryon St., Hillsborough,NC 27278
3 4 5 6 7 8 9
BOCC Planning Board
Business Meeting
Meeting 7:00 pm*
7:00 pm
Whitted Bldg. Whitted Bldg.
10 11 12 13 14 15 16
BOCC
Business
Meeting
7:00 pm
Southern
Human
Services Ctr.
17 18 19 20 21 22 23
24 25 26 28 29 30
31
6
1 MEETING MINUTES
2 ORANGE COUNTY PLANNING BOARD
3 AUGUST 2,2023
4 REGULAR MEETING
5
6 MEMBERS PRESENT: Adam Beeman (Chair), Cedar Grove Township Representative; Lamar Proctor(Vice-
7 Chair), Cheeks Township Representative; Charity Kirk, At-Large Representative; Statler Gilfillen, Eno
8 Township Representative; Whitney Watson, At-Large Representative; Chris Johnston, Hillsborough
9 Township Representative; Beth Bronson, At-Large Representative; Marilyn Carter At-Large Representative;
10 Delores Bailey, At-Large Representative; Steve Kaufmann, Bingham Township Representative.
11
12 MEMBERS ABSENT: Melissa Poole, Little River Township Representative; Liz Kalies, Chapel Hill Township
13 Representative
14
15 STAFF PRESENT: Cy Stober, Planning & Inspections Director; Perdita Holtz, Deputy Director—Long Range
16 Planning &Administrative Division; Ashley Moncado, Planner III; Sharon Swann, Administrative
17 Support 1
18
19 OTHERS PRESENT: None.
20
21
22 AGENDA ITEM 1: CALL TO ORDER AND ROLL CALL
23 Chair Adam Beeman called the meeting to order
24
25
26 AGENDA ITEM 2: INFORMATION ITEMS
27 a. Planning Calendar for August and September
28 b. Introduce newly appointed member, Marilyn Carter
29 c. Planning& Inspections Communications Update
30
31 Marilyn Carter introduced herself as did all Board members and staff. It was determined that Ms. Carter had not yet
32 been sworn in so Cy Stober informed the Board she would not be able to vote on matters tonight.
33
34 Ashley Moncado presented information on the Department website updates and newsletter.
35
36 AGENDA ITEM 3: APPROVAL OF MINUTES
37 June 7, 2023 Regular Meeting Minutes
38 June 7, 2023 Training Session Notes
39 July 5, 2023 Training Session Notes
40
41 MOTION BY Lamar Proctor to approve the Meeting Minutes and Training Session Notes. Seconded by Beth
42 Bronson.
43 MOTION PASSED UNANIMOUSLY
44
45 AGENDA ITEM 4: CONSIDERATION OF ADDITIONS TO AGENDA
46 THERE WERE NONE
47
7
48 AGENDA ITEM 5: PUBLIC CHARGE
49
50 INTRODUCTION TO THE PUBLIC CHARGE
51 The Board of County Commissioners, under the authority of North Carolina General Statute, appoints the
52 Orange County Planning Board (OCPB) to uphold the written land development law of the County. The
53 general purpose of OCPB is to guide and accomplish coordinated and harmonious development. OCPB shall
54 do so in a manner, which considers the present and future needs of its citizens and businesses through
55 efficient and responsive process that contributes to and promotes the health,safety,and welfare of the overall
56 County. The OCPB will make every effort to uphold a vision of responsive governance and quality public
57 services during our deliberations, decisions, and recommendations.
58
59
60 PUBLIC CHARGE
61 The Planning Board pledges to the citizens of Orange County its respect. The Board asks its citizens to
62 conduct themselves in a respectful, courteous manner, both with the Board and with fellow citizens. At any
63 time, should any member of the Board or any citizen fail to observe this public charge, the Chair will ask the
64 offending member to leave the meeting until that individual regains personal control. Should decorum fail to
65 be restored,the Chair will recess the meeting until such time that a genuine commitment to this public charge
66 is observed.
67
68
69 AGENDA ITEM 6: CHAIR COMMENTS
70 There were none
71
72 AGENDA ITEM 7: PLANNING BOARD RULES OF PROCEDURE—To make a recommendation to the BOCC on
73 potential amendments to the Planning Board's Rules of Procedure.
74
75 Perdita Holtz: This topic was discussed in a work session type setting back in the June meeting and at
76 that time we talked about concluding the planning board meetings at 10:00 p.m., allocating 30 minutes for
77 the applicant to present their application to the Board, clarifying that planning board members should hold
78 their questions during the applicant's allotted presentation so that it doesn't go into the applicant's
79 30-minute time, and to allocate 3 minutes per person per agenda item when members of the public are
80 speaking. During the review of the rules and procedures document I found another item that needed to be
81 modified, and that is to reflect the new meeting location, which is here. So, in the document, the full
82 document is included but on Page 28 and 29 of the packets is where you'll find the proposed changes. It
83 did take a little bit of time to get through attorney review. Our staff attorney did have some concerns and
84 questions and a little bit of the language was modified from what we had submitted to him but what the
85 planning board talked about in June is encompassed in these rules and procedures. So, the
86 recommendation for tonight is to recommend approval of the rules and procedures document and, upon a
87 positive recommendation, it will go to the Board of County Commissioners for final approval because the
88 Board of County Commissioners approves all Advisory Board rules and procedures, not just the planning
89 Board. If this all happens tonight, it's scheduled for September 5th for a county commission meeting. So,
90 with that I am open to questions or if somebody wants to make a motion.
91
92 Statler Gilfillen: I have a question. Let's say that we can anticipate the meeting might run 15 minutes
93 longer and one of the members up here wants to acknowledge that and supersede this, but it should
94 require a vote from the Board here.
95
8
96 Adam Beeman: Correct.
97
98 Statler Gilifillen: So that we can give, is that flexibility built into these? Or this absolutely ridged, 10:00 we
99 no matter what.
100
101 Perdita Holtz: So, we can look at No. 2 under C on Page 28, you'll see that it says meeting shall
102 conclude by 10 p.m. unless most of the Board members in attendance vote to end at a later time.
103
104 Statler Gilfillen: Thank you. Okay that's it. Sorry.
105
106 Adam Beeman: Any other questions or concerns?
107
108 Charity Kirk: I make a motion to approve the amendments as shown in Attachment 1.
109
110 Deloris Bailey: Second.
111
112 Adam Beeman: Are there any questions?
113
114 Beth Bronson: Is there any question about we had to do a sign-in, like acknowledging people to talk, and
115 I'm just making sure, I don't see the page.
116
117 Perdita Holtz: We talked about that in June as a potential, and it was decided then that it was more like a
118 policy and should not be written into rules and procedures.
119
120 Adam Beeman: So, do we have any other questions because I have a motion and I have a second, so all
121 in favor?
122 MOTION PASSED UNANIMOUSLY
123
124 AGENDA ITEM 8: ADJOURNMENT
125 MOTION BY Charity Kirk to adjourn the meeting. Seconded by Steve Kaufmann.
126 MOTION PASSED UNANIMOUSLY
9
1 SUMMARY NOTES
2 ORANGE COUNTY PLANNING BOARD
3 AUGUST 2,2023
4 SPECIAL PRESENTATION
5
6 NOTE: A quorum is not required for Special Presentations.
7
8 MEMBERS PRESENT: Adam Beeman (Chair), Cedar Grove Township Representative; Lamar Proctor(Vice-Chair),
9 Cheeks Township Representative; Charity Kirk, At-Large Representative; Statler Gilfillen, Eno Township
10 Representative; Whitney Watson, At-Large Representative; Chris Johnston, Hillsborough Township
11 Representative; Beth Bronson, At-Large Representative, Marilyn Carter At-Large Chapel Hill Township.
12
13 STAFF PRESENT: Cy Stober, Planning & Inspections Director; Perdita Holtz, Deputy Director—Long Range
14 Planning &Administrative Division; Tom Altieri, Senior Planner—Long Range Planning &Administrative Division;
15 Ashley Moncado, Planner III; Sharon Swann, Administrative Support 1
16
17
18 AGENDA ITEM 1: SPECIAL PRESENTATION — In response to a request made by the Planning Board at the March
19 meeting, Economic Development Department staff will provide a special presentation on activities in which the
20 Department engages to support local, small businesses in Orange County.
21 PRESENTER: Steve Brantley, Economic Development Director
22
23 Steve Brantley gave a presentation on Economic Development Issues in Orange County and addressed questions
24 from the Planning Board members.
25
26 Note: Statler Gilfillen arrived at 6:43 pm, Lamar Proctor Jr arrived at 6:51 pm and Charity Kirk arrived at 6:52 pm.
10
1 SUMMARY NOTES
2 ORANGE COUNTY PLANNING BOARD
3 AUGUST 2,2023
4 TRAINING SESSION
5
6 NOTE: A quorum is not required for Planning Board Training Sessions.
7
8 MEMBERS PRESENT: Marilyn Carter, At-Large Chapel Hill Township; Chris Johnston, Hillsborough Township
9 Representative
10
11 STAFF PRESENT: Perdita Holtz, Deputy Director— Long-Range Planning &Administration
12
13
14 AGENDA ITEM 1: PLANNING BOARD TRAINING SESSION — Staff will lead training designed for recently appointed
15 Planning Board members on basic aspects of land use regulation in Orange County.
16
17 PRESENTER: Perdita Holtz, Deputy Director— Long-Range Planning &Administration
18
19 Perdita Holtz conducted a training session on basic aspects of land use regulation in Orange County.
11
1 SUMMARY NOTES
2 ORANGE COUNTY PLANNING BOARD
3 SEPTEMBER 6,2023
4 TRAINING SESSION
5
6 NOTE: A quorum is not required for Planning Board Training Sessions.
7
8 MEMBERS PRESENT: Marilyn Carter, At-Large Chapel Hill Township; Elizabeth Kalies, Chapel Hill Township; Steven
9 Kaufmann, Bingham Township; Melissa Poole, Little River Township
10
11 STAFF PRESENT: Perdita Holtz, Deputy Director— Long-Range Planning &Administration; Cy Stober, Planning &
12 Inspections Director; Sharon Swann, Administrative Support
13
14
15 AGENDA ITEM 1: PLANNING BOARD TRAINING SESSION — Staff will lead training designed for recently appointed
16 Planning Board members on basic aspects of land use regulation in Orange County.
17
18 PRESENTER: Perdita Holtz, Deputy Director— Long-Range Planning &Administration
19
20 Perdita Holtz conducted a training session on basic aspects of land use regulation in Orange County and on making
21 motions and voting.
12
ORANGE COUNTY
PLANNING BOARD
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 1, 2023
Action Agenda
Item No. 7
SUBJECT: Update on Orange County Land Use Plan 2050 Process
DEPARTMENT: Planning and Inspections
ATTACHMENT(S): INFORMATION CONTACT:
1. Project Process Tom Altieri, 919-245-2579
Cy Stober, 919-245-2592
PURPOSE: To receive an update and staff presentation on the Orange County Land Use Plan
(OCLUP) 2050 process.
BACKGROUND: The Planning Board received a presentation from staff at its June 7, 2023
meeting, which included an overview of the consultant procurement process, contract award, and
summary of the project scope. Staff's presentation tonight will include an update on consultant
deliverables completed to date, staff highlights from the first public workshop, and next steps.
At its September 5, 2023 Business meeting, the BOCC approved an amendment to the contract
with Clarion Associates adding additional meetings with the County Commissioners for project
briefings, discussion, and feedback. Following is a link to the agenda materials from this meeting,
which includes the amended Deliverable and Fee Schedule:
http://server3.co.orange.nc.us:8088/WebLink/0,0,0/doc/70664/Pagel .aspx
At its September 12, 2023 Work Session, the BOCC received its first project briefing from Clarion
Associates. Outcomes of this Work Session were the confirmation of the Project Name, "Orange
County Land Use Plan 2050" and Project Tagline, "Guiding Our Future" for the purpose of project
branding. Following is a link to the agenda materials from this meeting:
http://server3.co.orange.nc.us-8088/weblink/0/doc/70754/Pagel .aspx
Summary of Project Scope and Deliverables Completed
The project schedule spans a little over two years from kick-off to Plan adoption and includes the
following phases:
Phase 1: Launch Project (COMPLETED)
Phase 2: Identify New Issues and Opportunities, including 1st Outreach Window
(CURRENTLY HERE)
Phase 3: Evaluate Planning Influences
Phase 4: Develop the Plan (2nd and 3rd Outreach Windows)
Phase 5: Adopt the Plan (Public Hearing)
13
The following Phase 1 work, project launch and kickoff have been completed:
• Planning Department Kickoff (context mapping and reconnaissance tour)
• Staff Working Group kickoff
• Office of Equity and Inclusion and Community Relations Meeting (focus on public
engagement)
• Virtual and in-person stakeholder interviews
• Collection and inventory of relevant data, plans, and studies
The following Phase 1 work is in progress:
• Project branding and website
The following Phase 2 work has commenced, parts to be completed prior to the November
Planning Board meeting:
• Developing a Current Policy Profile
• Preparation of the Equity Database for engagement publicity
• Preparing for Community Engagement Window #1 (CEW #1)
Upcoming Staff Highlights From First Public Workshop
The first public outreach window will be launched through an in-person workshop on October 26,
2023 from 6:00-8:OOpm at the Bonnie B. Davis Environment and Agricultural Center.
Asynchronous online engagement activities will follow for a minimum period of three weeks. This
will allow participants to engage in a way that works best with their lifestyle and schedule, while
also allowing them the opportunity to provide feedback in a similar way as the participants of the
in-person workshop. Staff will provide highlights of the October 26 workshop at the meeting.
For additional next steps, Attachment 1 provides a snapshot of the Project Process
FINANCIAL IMPACT: The approved and amended consultant contract to complete the OCLUP
2050 is $211,954.
RECOMMENDATION(S): None — item is for informational purposes only.
Phase 2: Phase 3_ phase 4:
14
Project Process
Phase 1: Identify New E�a€uate P11ase 5:
Launch Project Issues and Planning l7evelop the Adopt the Plan
opportunities P€an
Influences
Maetinys: Mee[atgs Meetings. Meetings. tis�etings.
• $tali Meeting • Staff Work Group Staff Work Group Staff Work Group Staff Wark Group
• Staff Work Graup Meetings#2-#5 I'keeting#6 Meetings#7-IS Meeting#1&
Meetings#1,in-person • Community • Community • public Adopttpn
• Reconnaissance Engagement Window Majar Qeliverables Engagement Windows Hearings[2)
Four #1 FactBaok #2-#3
• Stakeholder Interviews '-".aior Qeliverahles.
Major Deliverables' Major Deliverables' Public Hearing Drafl ql
1v1a)or Qlaiveratsies: Cucren[PaYicy Profile • Staff,Work Graup,and Plan
• Prvjec[Management Community Public Revrew Drafts of Final Adopted
Plan Engagement Window Comprehensive Plan Comprehensive
• Context Mapping #1 presen[aYign and • Public engagement Land Use Plan and
Prajecl Branding materials materials Eor Trdnsmitta!of Final
• Summary of • Summary of Community Source Files
Stakeholder Interviews Engagement Window Engagement Windows
• Project We65ite #1 Results #2-#A
• Summary of New Issue Summary aF phase 4
and Qppartuni[ies Public Input Results