Planning Commission Subcommittee Work Session on Submittal Requirements - April 7, 2025

The Planning Commission Subcommittee met on Monday, April 7, 2025, from 6:35 PM to 8:24 PM at Hudson City Hall to review and propose revisions to Appendix A – Submittal Requirements within the Land Development Code. Chair Sarah Norman and Member David Nystrom were present, along with City Planner Nick Sugar. The subcommittee systematically went through each application type, discussing modifications, deletions, and additions to the list of required submittal materials.

Discussion Items

• Conceptual Site Plan Review: The subcommittee agreed to remove the specific dollar amount for fees and instead reference fees established by city council. They decided to remove "names of adjacent subdivisions" and the citation of the last instrument conveying title. They added a requirement for disclosure of any previous site studies (e.g., wetland surveys, soil borings) performed within the last 10 years. The phrase "any other information deemed necessary" was clarified to be deemed necessary by the city.
• Site Plan Review for Minor Development: The subcommittee confirmed that certain core requirements (traffic impact study, phasing, site plan) are not needed for minor developments. They removed references to proposed streets and easements (item 14) and utilities (item 15) from the exception list, meaning those items are required.
• Tree and Vegetation Plan: No changes were made.
• Landscape Buffering Plan: The subcommittee decided not to specify a scale, leaving it as "reasonable scale." They discussed contour line requirements and limits of disturbance, noting that stormwater plans usually cover those. They kept items separate for clarity.
• Off-Street Parking and Loading: Removed the phrase "at the minimum scale" and agreed to delete item 10 ("any other information deemed necessary") as it is typically captured on the site plan.
• Exterior Lighting Plan: Merged items 3 and 4 (equipment description and glare control devices) and removed the separate mention of "lamps" as redundant.
• Minor Modifications: The subcommittee decided to keep the core requirements except for the name of the subdivision. They added language to the affidavit that the information submitted is correct.
• Minor Subdivision: Removed items 6 and 7 from core (vicinity map) as they were deleted earlier. They discussed adding a preliminary building footprint to item 7 (building setback lines). They flagged item 13 (U.S. Army Corps and Ohio EPA compliance) for further review, as wetland delineation may be needed. They questioned the consolidation statement in item 20 and will ask engineering about it. Removed the requirement for 8.5x11 reductions.
• Preliminary Subdivision Plan: Core exceptions: 23 (site plan) and 25 (stormwater pollution prevention plan) are not required, but a preliminary stormwater pollution plan is added. They added wells and septic systems to core item 15. They merged some items for clarity (building envelopes with setback lines).
• Final Subdivision Plat: Core exceptions: 23 (site plan) not required. They removed the recording fee language and the square footage requirement (since boundaries are given). Kept item 23 (deed volume/page) but will likely remove it; will check with engineering.
• Improvement Plans: Renamed to "Site Improvement Plans." Added "as applicable" for sidewalks/street circulation. Added preliminary stormwater pollution prevention plan. Clarified requirements for invert and rim elevations, limits of clearing/disturbance, and stormwater calculations.
• Preliminary Plan Development: Core exceptions: 23 and 25 (site plan and stormwater plan) not required; deed (26) is required. They will require the same additional items as preliminary subdivision plan plus a preliminary stormwater pollution plan and architectural elevations for District 5 (downtown core).
• Final Plan Development: Core exceptions: 23 not required. Same additional requirements as final subdivision plat. Added requirement for an approved preliminary plan and any proposed modifications to standards.
• Development Agreements: The subcommittee noted this rarely comes before Planning Commission and may be an administrative/council matter; they will consult with engineering and the city manager.
• Zoning Code Map Amendments: The subcommittee asked staff to review core submittal elements and recommend which are needed. They suggested adding a conceptual site plan requirement.
• Zoning Code Text Amendments: Only core items 1 and 3 are required (application and owner). No additional changes.
• Conditional Use Applications: Core exceptions: only item 4 (plat notes and easements) is excluded; items 10 (open space) and 15 (utilities) are retained as necessary. Additional requirements include a scaled development plan, statement of compliance, and affidavit.
• Variances and Appeals: The subcommittee deferred to BZBA for input, but recommended removing the requirement for 8.5x11 reductions.
• Architectural Standards: The subcommittee will bring forward basic standards (5-6 items) at the next meeting.

Key Outcomes

• The subcommittee agreed on numerous revisions to streamline and clarify submittal requirements across all application types. Several items were flagged for further review with engineering, BZBA, or the ARC Board.
• The next meeting is scheduled for May 19, 2025 at 6:30 PM to review a cleaned-up redline version and address open items. The subcommittee will also align with BZBA and ARC schedules.