FSM PRC Meeting Summary – September 16, 2024

The Facility Standards Manual Public Review Committee (FSM PRC) met on September 16, 2024, from 3:00 to 5:00 p.m. The meeting covered approval of previous minutes, updates on interim technical memos, the 2025 meeting calendar, tree cover inventory sample map, ongoing review of FSM Chapter 8 amendments, and the annual report. Key decisions included approving the calendar with a venue change, declining to add a sample map, and continuing the Chapter 8 discussion.

Consent Calendar

• Approval of Minutes: The minutes from the July 18, 2024 meeting were approved by consensus. Megan, a new member, abstained as she was not present at that meeting.
• Public Comment: No members of the public signed up to speak.

Public Comments & Testimony

• No public comments were made.

Discussion Items

• Interim ZOR Tech Memo Update: Laura and Kevin reported on the Board of Supervisors’ business meeting the previous day. The Board was supportive of the tech memo concept, noting that memos are interim until official amendments are adopted. A question about requiring 100% native species (vs. the current 80% standard) was raised, but staff explained that the FSM aligns with the zoning ordinance’s 80% requirement and that the approved species list is vetted. No action was taken.
• 2025 Meeting Calendar: Due to renovations to the Dulles Room (March 26 – August 8, 2025), the committee approved switching to Conference Room 102 at 8 Siclin Road (Department of General Services) as the primary meeting space, with the Lovettsville Room as a backup. The schedule remains the first and third Thursdays, 3–5 p.m., with August meetings canceled as usual.
• Tree Cover Inventory Sample Map: The committee discussed a proposed sample map for the FSM to illustrate tree cover within the Mountainside Development Overlay (MOD). Staff presented a simplified version, but members expressed concerns about missing details (e.g., MOD boundary line, forested areas outside MOD). After debate, the committee decided not to include the sample map, noting that existing guidance is sufficient and that adding a map could create confusion.
• FSM Chapter 8 Amendments: Review of Chapter 8 (Natural Resources and Environmental Features) continued from the July 18 meeting. Key topics included:
  • Section 8.101: Clarifying that zoning districts, overlay districts, and jurisdictional boundaries must be shown. The committee agreed to add “overlay districts” to the heading.
  • Section 8.102: Floodplain boundaries – discussion on using GIS layers vs. floodplain studies. Staff confirmed that if no study exists, GIS boundaries are acceptable.
  • Section 8.103: Record plats and exhibits – The committee reaffirmed that environmental features (LOD, MOD, NER, buffers) should be shown on a separate informational exhibit (not on the recorded plat). This is current practice. Debate arose over whether this applies to all plat types (e.g., easements, BLAs). Staff agreed to review which sections reference 8.103 and bring clarifications to the next meeting.
  • Steep Slopes: Debate over topographic analysis requirements. The committee noted that the current language is ambiguous and will be revised for clarity.
• PRC Annual Report: Laura presented the Fiscal Year 2024 annual report. Highlights included:
  • One approved DOAM (stormwater management program amendments).
  • Two pending DOAMs (dam break inundation zone and zoning ordinance rewrite).
  • Seven technical and procedural newsletters issued.
  • No appeals in the reporting period.
  • The committee approved the report, which will be presented to the TLUC on October 17, 2024, and the Board of Supervisors in November 2024.

Key Outcomes

• Decisions:
  • Approved the 2025 meeting calendar with venue change to Conference Room 102.
  • Declined to add a tree cover inventory sample map to the FSM.
  • Affirmed that environmental features exhibit should remain informational, not recorded on plats.
  • Approved the FY2024 annual report.
• Votes: All decisions were made by consensus without formal roll call votes.
• Next Steps:
  • Staff will review which sections of Chapter 8 require the informational exhibit and report back.
  • Revision of steep slope language for clarity.
  • Continued review of Chapter 8 amendments at the next meeting (October 3, 2024).
  • The annual report will be submitted to TLUC and the Board of Supervisors.
• New Business: Items raised for future discussion included stormwater access and trail conflicts, roundabout standards, C-factor errors in the FSM, grandfathering provisions, and a work group on soil volume. No immediate action was taken.