OPENPUBLICA · PUBLIC MEETING RECORD
Record of Proceedings

Loudoun County FSM PRC Meeting - April 12, 2025: Form Updates, Agency Referrals, and ESC/Stormwater Amendments

Commissions & Advisory Boards — Saturday, April 12, 2025
BodyLoudoun County, Virginia
SessionCommissions & Advisory Boards
DateSaturday, April 12, 2025
StatusFILED
Video Record
0:00 / 1:59:56

Transcript — Verbatim
0:00

All right, thanks all for joining today.

0:02

Let's get started.

0:03

Uh start off opening statement here.

0:08

Like to call to order April 3rd, 2025, facility standards mainly public review committee meeting.

0:15

Turn to the code of Virginia 2.2-37 according to the board supervisory policies procedures on by the board's commission at least data October 6 2022.

0:28

May 16, 2023 PRC bylaws, patent stone is participating in the meeting remote location in Project Maryland is not open to the public.

0:52

Is present in a large conference room that you don't want to sit for the road.

0:55

And the PRC has made arrangements or the voices to be heard by all persons in the large conference room.

1:25

I guess I guess we should announce that Kevin couldn't make it today.

1:29

Uh expecting he was under the weather.

1:31

So it's planning to attend.

1:34

So you're gonna celebrate first on your today.

1:37

Um so we didn't have anybody signed up for public comment.

1:41

And so our first order of business is to approve our March 13th minutes to those minutes.

1:48

Um those minutes were pretty lengthy.

1:53

If you're trying to make them shorter, like we talked about, we've been able to accomplish that just yet.

1:58

Um it just seems like there's a lot of good discussion that we had that I really want to capture.

2:04

In particular, that this particular um set of meeting minutes we um approved two sets of minutes.

2:10

Uh we had a DCR DWR amendment update preliminary soils review amendment, and then we had quite a bit of discussion about the 10-year private street reserve fund.

2:23

So I really wanted to capture that.

2:24

We had a lot of really good input from committee members.

2:28

We had the Prime Farm Land Soils update where Kevin and I had met with staff and didn't identify any needed F7 amendments.

2:35

And then we started, as you'll remember, the M scratch the surface on the sidewalks and shared use crafts to be continued later.

2:43

And that was sort of the scope of it, but I guess maybe it was just a number of topics too that made this such a long set of minutes.

2:49

But hoping that you'll have a chance to read it out and open to any edits or changes or motion to motion to approve the minutes.

3:01

Second.

3:01

Second.

3:04

And then we're just looking for can we have an agreement by consensus if anybody does not agree, please fix it.

3:12

Remember if I want my car, smaller than the yeah, I know we like really bold to probably cross one of the share of setting orders.

3:24

Okay, so we have a guest today.

3:29

We have Kate with us, Kate McConnell from the Department of Planning and Sending.

3:33

She manages the proper management team.

3:36

And she has been working with uh VDAC on some updates to a couple forms that you all are probably very familiar with.

3:43

First is a proper science update form, and the second one is the bond release sort of payment form.

3:49

And with that, I'm gonna sure.

3:51

I'm gonna just pass around.

3:53

I think you can see these in your packet, but you um because I didn't have a red line.

3:58

Uh Laura had asked me to point out what's different.

4:02

So I just highlighted everything.

4:03

So it's largely highlighted.

4:06

Um there's another one.

4:11

That wasn't quite strong enough.

4:14

Oh, and I should have anyway.

4:16

Um so yeah, we're different than yesterday.

4:20

I didn't make any changes yet since uh I figured we could I would do them all at one time.

4:26

Um yeah, we had had a request from BDAG and uh on this sort of trying to look at this process and improve it, and um so we were primarily um trying to set up some directions and then also uh just reformatted the form a little bit to make it a little more user-friendly for primarily for internally, but also to make sure that longer maybe it helps the development community to kind of understand what we're looking for.

5:00

I did want to say that I do understand that there is a from 2015 form that's with PAS directions that is on the PRC in the PRC documents.

5:11

This never made it to the actual web page for planning and zoning or BND or proper bond release for them to for people to actually clearly know where to access these directions and they kind of have a call out box by sort of section of how to fill that out.

5:31

And we talked yesterday about adding that call out box to the directions for the PSUF, just so that we're kind of capturing the directions in a in a introductory page on the front, and then also in the form itself.

5:49

So I will be working on that later.

5:54

Just haven't been able to get to that just yet.

5:56

So we're going to start looking at this form first, which is the proper status condition update form with all of the highlighting on the front.

6:04

So with this, I tried to keep it to one page and kind of just summarize and be very brief about what we're looking for and why what why we actually do the proper status update form.

6:16

So that's the first section at the top, the purpose.

6:19

And this per this form, you know, it serves two purposes.

6:22

It first demonstrates that a site plan or a CPAP or a revision thereof is that's um implementing a legislative approval.

6:33

So something that has an associated special exception or zoning zoning approval, rezoning approval is meeting the proppers and conditions that it needs to meet with that plan.

6:45

So that's and it is required by uh the facility standards manual to submit this form when you have a site plan or CPAP that is subject to a legislative approval.

6:59

Okay, just one quick question.

7:00

Jason is online, and we have a committee member online.

Discussion Breakdown — Share of Meeting
Zoning Regulations████████████████████████████████████36%
Procedural███████████████15%
Stormwater Management██████████████14%
Project Management█████████████13%
Fire Apparatus Access█████5%
Meeting Management█████5%
Technology and Innovation███3%
Technical Memorandum██2%
Trail Development██2%
Summary of Proceedings

Loudoun County Facility Standards Manual Public Review Committee Meeting - April 12, 2025

Note: The meeting agenda and transcript indicate the meeting was held on April 3, 2025; however, per instruction, the date is presented as April 12, 2025. This discrepancy is noted.

The meeting was called to order at approximately 3:00 PM. Committee members discussed updates to two forms (Proffer Status Update Form and Performance Bond Release Certification), reviewed agency referral comments on two proposed amendments (DOAM-2025-0001 and DOAM-2025-0002), and received an introduction to upcoming ESC and Stormwater amendments. The committee also addressed scheduling for future meetings.

Consent Calendar

  • Approved the March 13, 2025 meeting minutes by consensus (motion, second, no objections).

Discussion Items

Form Updates (3:15 PM)

Kate McConnell, Department of Planning and Zoning, presented proposed revisions to the Proffer Status Update Form (PSUF) and the Performance Bond Release Certification form. Key discussion points included:

  • The PSUF now clarifies it is required for site plans or CPAPs subject to legislative approvals (rezoning, special exceptions).
  • Applicants may choose to list only proffers applicable to the current plan or all proffers, but if listing all, accuracy is required.
  • The form requests specific information on how each proffer is fulfilled on the plan, including page numbers and instrument numbers, rather than copying the proffer text.
  • The bond release form includes a new question identifying whether the project is subject to legislative approvals to trigger the PSUF requirement.
  • Committee members discussed the need for a fillable form, better tracking in Landmark, and the value of a shared database for proffer status. Staff is working on a flow chart and internal guidelines.
  • Concerns about double bonding proffers and performance bonds were addressed: proffer items are not included on performance bonds if covered under a Proffer Performance Agreement.
  • The committee agreed that a final version of the PSUF should be uploaded with the signature set, but naming conventions are not yet standardized; this will be addressed in a future alpha project.
  • The requirement for notarization of the bond release affidavit was discussed; staff noted it stems from code §10103 C3C and is not optional.

Agency Referral Comments – DOAM-2025-0001 (Roadway Dams/Causeways) (4:15 PM)

Staff presented comments from Parks & Rec (supportive) and VDOT (no maintenance responsibility). Brian’s comment noted that the phrase “all portions of the development” could be confusing regarding vacant land. After debate, the committee decided to retain the current language (“all portions of the development”) as staff believes it is clear and has been thoroughly vetted. A suggestion to add “require road access” was considered but not adopted. The amendment will proceed to the Board of Supervisors on April 15 for resolution of intent to amend.

Agency Referral Comments – DOAM-2025-0002 (ZORO Implementation #2; Chapter 7 & 8 Amendments) (4:15 PM)

  • Parks & Rec commented that the updates may require additional effort from their department, but staff stated implementation is required by ZORO and does not necessitate changes to the FSM.
  • Zoning staff provided minor editorial comments (e.g., changing “FOD” to “floodplain”, adding a space after “district”, and updating the LDN buffer reference to match zoning ordinance language). These were accepted.
  • Staff noted that the ESC and Stormwater amendments (to be presented later) will be rolled into this same DOAM package, requiring a second agency referral.

Introduction to ESC and Stormwater Amendments (4:45 PM)

Jimmy presented an overview of amendments needed to incorporate the new DEQ Stormwater Management Handbook (Version 1.1), effective July 1, 2024, mandatory July 1, 2025. Key points:

  • The committee plans to prohibit certain construction BMPs (straw bales, wood chip berms, compost blankets) and post-construction BMPs (tree planting as a WQ BMP, gabion lined channels) due to maintenance concerns.
  • Allow with restrictions: trenchless silt fence (for tree protection only) and modified turbidity curtain.
  • New loading threshold: 0.26 lbs of phosphorus per acre per year.
  • Level spreader criteria will be updated with concrete construction and maximum length of 200 feet, discharge up to 30 cfs.
  • The new handbook removes old references; staff will work with DEQ to ensure old standards remain accessible for projects grandfathered before July 2025.
  • A technical newsletter will be issued to implement amendments effective July 1, 2025.

New Business – Scheduling

Committee members discussed conflicts for the next meeting originally scheduled for April 17 (spring break). Preference was to move to April 24, though some members had conflicts. An alternative was to schedule three meetings in May (May 1, 15, and another). No final decision was made; a poll will be sent to determine quorum. Peyton announced he will start a new job on April 14 at Stack Infrastructure as Director of Development, requiring a new disclosure.

Key Outcomes

  • Updates to the Proffer Status Update Form and Bond Release Certification will be finalized based on feedback, then returned to BDAG and a technical memo drafted.
  • DOAM-2025-0001 (roadway dams) will proceed to the Board of Supervisors on April 15 with current language.
  • DOAM-2025-0002 comments will be addressed, and ESC/Stormwater amendments will be added before a second agency referral.
  • The next meeting is tentatively rescheduled from April 17 to April 24, subject to quorum confirmation via poll.

Meeting Transcript

All right, thanks all for joining today. Let's get started. Uh start off opening statement here. Like to call to order April 3rd, 2025, facility standards mainly public review committee meeting. Turn to the code of Virginia 2.2-37 according to the board supervisory policies procedures on by the board's commission at least data October 6 2022. May 16, 2023 PRC bylaws, patent stone is participating in the meeting remote location in Project Maryland is not open to the public. Is present in a large conference room that you don't want to sit for the road. And the PRC has made arrangements or the voices to be heard by all persons in the large conference room. I guess I guess we should announce that Kevin couldn't make it today. Uh expecting he was under the weather. So it's planning to attend. So you're gonna celebrate first on your today. Um so we didn't have anybody signed up for public comment. And so our first order of business is to approve our March 13th minutes to those minutes. Um those minutes were pretty lengthy. If you're trying to make them shorter, like we talked about, we've been able to accomplish that just yet. Um it just seems like there's a lot of good discussion that we had that I really want to capture. In particular, that this particular um set of meeting minutes we um approved two sets of minutes. Uh we had a DCR DWR amendment update preliminary soils review amendment, and then we had quite a bit of discussion about the 10-year private street reserve fund. So I really wanted to capture that. We had a lot of really good input from committee members. We had the Prime Farm Land Soils update where Kevin and I had met with staff and didn't identify any needed F7 amendments. And then we started, as you'll remember, the M scratch the surface on the sidewalks and shared use crafts to be continued later. And that was sort of the scope of it, but I guess maybe it was just a number of topics too that made this such a long set of minutes. But hoping that you'll have a chance to read it out and open to any edits or changes or motion to motion to approve the minutes. Second. Second. And then we're just looking for can we have an agreement by consensus if anybody does not agree, please fix it. Remember if I want my car, smaller than the yeah, I know we like really bold to probably cross one of the share of setting orders. Okay, so we have a guest today. We have Kate with us, Kate McConnell from the Department of Planning and Sending. She manages the proper management team. And she has been working with uh VDAC on some updates to a couple forms that you all are probably very familiar with. First is a proper science update form, and the second one is the bond release sort of payment form. And with that, I'm gonna sure. I'm gonna just pass around. I think you can see these in your packet, but you um because I didn't have a red line. Uh Laura had asked me to point out what's different. So I just highlighted everything. So it's largely highlighted. Um there's another one. That wasn't quite strong enough. Oh, and I should have anyway. Um so yeah, we're different than yesterday. I didn't make any changes yet since uh I figured we could I would do them all at one time. Um yeah, we had had a request from BDAG and uh on this sort of trying to look at this process and improve it, and um so we were primarily um trying to set up some directions and then also uh just reformatted the form a little bit to make it a little more user-friendly for primarily for internally, but also to make sure that longer maybe it helps the development community to kind of understand what we're looking for. I did want to say that I do understand that there is a from 2015 form that's with PAS directions that is on the PRC in the PRC documents. This never made it to the actual web page for planning and zoning or BND or proper bond release for them to for people to actually clearly know where to access these directions and they kind of have a call out box by sort of section of how to fill that out. And we talked yesterday about adding that call out box to the directions for the PSUF, just so that we're kind of capturing the directions in a in a introductory page on the front, and then also in the form itself. So I will be working on that later.

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