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HomeMy WebLinkAboutMinutes - Development Review Board - 04/02/2019 DEVELOPMENT REVIEW BOARD 2 APRIL 2019 The South Burlington Development Review Board held a regular meeting on Tuesday, 2 April 2019, at 7:00 p.m. in the Conference Room, City Hall, 575 Dorset Street. MEMBERS PRESENT: M. Cota, Acting Chair; J. Smith, J. Wilking, F. Kochman, M. Behr (via telephone), B. Sullivan ALSO PRESENT: D. Hall, Administrative Officer; M. Keene, Development Review Planner; J. Bullister, B. Gould, C. Galipeau, J. Olesky, S. Ploesser, S. Wilbur, D. Crawford, B. Bouchard, C. Patullo 1. Directions on emergency evacuation procedures from conference room: Mr. Cota provided directions on emergency evacuation procedures. 2. Additions, deletions, or changes in order of agenda items: No changes were made to the Agenda. 3. Comments and questions from the public not related to the Agenda: No issues were raised. 4. Announcements: There were no announcements. 5. Conditional Use Application #CU-19-01 of Snyder-Braverman Development Co., LLC, to extend the regulations of the Form Based Code Transect 4 zoning district up to fifty feet into the Form Based Code Transect 5 zoning district to allow construction of a driveway access nearer than currently permitted to Market Street, 268 Market Street: Mr. Cota noted the applicant had asked for a continuance to 7 May and that in order to continue they need to pay the $50 continuation fee. Mr. Wilking moved to continue CU-19-01 to 7 May 2019. Mr. Kochman seconded. Motion passed 6-0. 6. Sketch Plan Application #SD-19-10 of Snyder-Braverman Development Co., LLC, to subdivide an existing 4.1 acre lot into 3 lots of 3.26 acres (Lot B1), 0.38 acres (Lot B2), and 0.45 acres (Lot B3) for the purpose of constructing a project on Lots B2 and B3 which will be reviewed under separate site plan application, 268 Market Street: Mr. Cota noted the applicant had asked for a continuance to 7 May and that in order to continue they need to pay the $50 continuation fee. Mr. Wilking moved to continue SD-19-10 to 7 May 2019. Mr. Kochman seconded. Motion passed 6-0. 7. Preliminary and Final Plat Application #SD-19-09 of Antonio B. Pomerleau, LLC, and Blue Dragonfly, LLC, to resubdivide three lots, 1519 and 1525 Shelburne Road and 5 Bartlett Bay Road: Mr. Ploesser reminded members that they had been at the DRB a year ago. The three properties are under the same ownership, and had been a PUD but was taken out of a PUD. They are now here just for the subdivision and boundary line adjustment. Mr. Ploesser said they had only one issue with condition #6 which references Section A on page 1 and says they would have to return to the DRB for any site plan approval instead of getting an administrative approval. Ms. Keene said if a waiver is required, which is the case here (maximum coverage waiver and maximum front yard coverage waiver), DRB approval is required. Ms. Keene also noted that the degree of non-conformity is not increasing, but it is still non-conforming though the waiver will be smaller. No other issues were raised. Mr. Wilking moved to close SD-19-09. Mr. Kochman seconded. Motion passed 6-0. 8. Preliminary and Final Plat Application #SD-19-08 of SeaComm Federal Credit Union to amend a previously approved PUD for a four-story, 63-unit multi-family dwelling. The amendment consists of constructing a one- story, 3,500 sq. ft. financial institution with three drive-through lanes and twenty parking spaces on one acre, 1680 Shelburne Road: Mr. Wilking disclosed that he used to do business with the applicant. No issues were raised in this regard. Mr. Olesky noted that they had been in for sketch plan review a month ago. The proposed site plan layout hasn’t changed. They have also addressed most of the staff comments as follows: a. Removal of signs from the plan: Mr. Olesky said that is no problem. b. Address glazing requirements: Mr. Olesky noted that profiles have been provided. Ms. Keene said she hadn’t had a chance to check the math on the Shelburne Rd. glazing but would take the applicant’s word that it meets the standard. Mr. Behr said he was comfortable based on the renderings. Mr. Bullister directed attention to the math figures provided on the plan. c. Rooftop elements: Mr. Olesky said there are no rooftop elements above a foot in height that are not screened. d. Meeting the criteria of 8.06G: Ms. Keene said they are well under the height limit. e. Erosion Control: Mr. Olesky said they are OK with the requirement. f. Screening the parking area from Shelburne Road: Ms. Keene directed attention to renderings provided by the applicant. Mr. Wilking noted that if you are approaching the site from the south, all you see are trees. g. Modifying the parking lot to comply with Fire Chief’s concerns: Mr. Olesky said the Fire Chief had wanted the bump outs to have mountable curbs, but they prefer to move the bump outs to allow a greater turning radius for fire vehicles and those bump outs will not have mountable curbs. Ms. Keene noted she spoke with the Fire Chief who is OK if the bump outs are moved back 5 feet. Trees should also be moved to be at the back edge of the space. The applicant was OK with this. h. Stormwater requirements: Mr. Olesky said they are OK with those requirements. i. Tree protection: The applicant is OK with this requirement. j. Bike storage Ms. Hall read the regulations regarding bike storage. Ms. Keene noted this application requires 4 short-term and 2 long-term bike storage facilities. Mr. Olesky indicated on the plan where they can meet the requirements. Mr. Crawford of the Natural Resources Committee was concerned with the 2 large trees that are not salvageable. Mr. Olesky noted this was discussed at sketch plan. He indicated the 2 trees on the plan and noted that the DRB requested that they be removed so the building can be located up to the curb. No other issues were raised. Mr. Wilking moved to close SD-19-08. Ms. Smith seconded. Motion passed 6-0. 9. Continues site plan application #SP-09-02 of Champlain Housing Trust to amend a previously approved site plan for a 104-unit multi-building residential complex. The amendment is for approval to revise the landscape plan be removing trees, 435 Dorset Street: Mr. Patullo noted there are a number of trees very close to buildings, some of which are dropping limbs and creating a dangerous situation. He also noted that 30% of the site is a Conservation Area. There are 2,100 trees on the site. Plans were shown with the existing trees and the site with the requested trees removed. A picture of the current site was shown with trees close to the building and limbs from those trees on the ground. Mr. Behr said it seems reasonable. Mr. Wilking felt the site is over-landscaped. Ms. Keene noted the original developer cleared as few trees as possible when the project was built. She also noted the Board felt at the previous hearing that it is an aesthetics and health issue. Mr. Wilking said it is also a human health issue of getting light to the residences. Ms. Keene noted there is also an issue of screening utility cabinets. The applicant said they are planning fencing around the dumpsters and will either landscape or fence around the utility cabinets. Regarding non-compliant light fixtures, the applicant noted these have already been changed. The applicant said bikes can be stored in the parking structures and also in 3 areas indicated on the plan (one by the entrance, one on the outer loop road between buildings 7 and 10, and one by the office/maintenance building). Mr. Crawford asked if there can be some way to plant new trees when old ones are taken out. Ms. Keene said there can be a “landscape management/replacement plan” for PUDs but not for site plans. Mr. Wilking felt that was an excellent idea. No other issues were raised. Mr. Kochman moved to close SP-19-02. Mr. Wilking seconded. Motion passed 6-0. 10. Other Business: Ms. Keene noted there is now a city‐wide ethics/conflict of interest policy to which the DRB is subject, so the DRB’s separate policy is no longer needed. Mr. Kochman asked for time to review the other changes to the DRB rules of procedures which he had not been able to access. He was OK with abandoning the separate DRB policy. Mr. Kochman moved to remove the conflict of interest policy from DRB Procedures. Mr. Wilking seconded. Motion passed 6-0. As there was no further business to come before the Board, the meeting was adjourned by common consent at 8:02 p.m. Published by ClerkBase ©2019 by Clerkbase. No Claim to Original Government Works. #SD‐19‐09  1 1 of 6  CITY OF SOUTH BURLINGTON  DEPARTMENT OF PLANNING AND ZONING    BLUE DRAGONFLY, LLC & ANTONIO B. POMERLEAU  5 BARTLETT BAY ROAD, 1519 & 1525 SHELBURNE ROAD  PRELIMINARY & FINAL PLAT APPLICATION #SD‐19‐09  FINDINGS OF FACT AND DECISION    Preliminary and Final Plat application #SD‐19‐09 of Antonio B. Pomerleau, LLC and Blue Dragonfly, LLC to  resubdivide three (3) lots, 1519 & 1525 Shelburne Road and 5 Bartlett Bay Road.      The Development Review Board held a public hearing on Tuesday, April 2, 2019.  The applicant was  represented by Chris Galipeau and ___.    Based on testimony provided at the above mentioned public hearing and the plans and supporting  materials contained in the document file for this application, the Development Review Board finds,  concludes, and decides the following:    FINDINGS OF FACT  1. The Project consists of Preliminary and Final Plat Application #SD‐19‐09 of Blue Dragonfly, LLC &  Antonio B. Pomerleau, LLC to resubdivide three (3) lots.  Subdivision triggers site plan review.  2. This approval must be followed by site plan review for each of the subject properties or this  approval is null and void.  3. The owners of record of the subject properties are Blue Dragonfly, LLC & Antonio B. Pomerleau,  LLC.  4. The application was received on February 22, 2019.  5. The subject properties are located in the Commercial 2 Zoning District.  6. The plans submitted consist of a three (3) page set of plans.  The first page is entitled “Proposed  Lot Line Adjustment,” prepared by Civil Engineering Associates, dated February 1, 2018.  7. The Board reviewed the sketch plan application for this subdivision on February 19, 2019.  8. On 11/21/2011, the Development Review Board removed the planned unit development  designation for these three (3) lots (#SD‐11‐38) and subdivided 1519 & 1525 Shelburne Road  into their present configurations.   9. The DRB issued final plat approval #SD‐18‐07 for the subdivision of these three (3) lots on March  21, 2018.  The applicant allowed the approval to become null and void due to not recording the  final plat within 180 days of approval.  The applicant has removed all proposed improvements  from the previously plans and is now proposing to simply reconfigure the lot lines.        A) ZONING DISTRICT & DIMENSIONAL REQUIREMENTS    Setbacks, Coverages & Lot Dimensions    Building and overall coverages will continue to be met. All reconfigured lots will continue to meet the  minimum lot size of 40,000 sq. ft. The new property boundaries will not increase the degree of  noncompliance with any setback requirement or coverage. The buildings on 1525 Shelburne Road does not  currently meet the front setback requirement and this resubdivision will not affect that situation.  Neither  1519 nor 1525 Shelburne Road meet the front setback coverage requirements.  Both of these properties  will require DRB of the required amended site plans.  The site plan amendment for 5 Bartlett Bay Road may  be reviewed administratively.  #SD‐19‐09  2 2 of 6                Commercial 2 Required Existing  1519  Shelburne  Rd  Proposed  1519  Shelburne  Rd  Existing  1525  Shelburne  Rd  Proposed  1525  Shelburne  Rd  Existing 5  Bartlett  Bay Rd  Proposed 5  Bartlett  Bay Rd  Min. Lot Size 40,000 sf  43,400 sf  45,960 sf  40,170 sf  48,460 sf  206,180 sf  195,330 sf  Max. Building  Coverage  40%  29%  27%  16%  13%  26%  28%  Max. Overall  Coverage  70%  71%  67%  66%  55%  64%  68%  X Max. Front  Setback Coverage,  Shelburne Rd  30%  40%  40%  92%  92%  N/A  N/A  X Max. Front  Setback Coverage,  Bartlett Bay Rd  30%  N/A  N/A  64%  62%  28%  29%  X Min. Front  Setback,  Shelburne Rd  50 ft.  51 ft.  51 ft.  20 ft.  20 ft.  N/A  N/A  Min. Front  Setback, Bartlett  Bay Rd  30 ft.  N/A  N/A  38 ft. 38 ft.  91 ft.  91 ft.  Min. Side  Setback  10 ft.  >10 ft.  No change 158 ft.  210 ft. 68 ft.  68 ft.  Min. Rear  Setback  30 ft.  82 ft.  105 ft.  N/A  N/A  97 ft.  97 ft.  Building Height  (flat roof)  35 ft.  Unknown    No change     Unknown    No change     Unknown  No change    B) 15.18 CRITERIA FOR REVIEW OF PUDS, SUDVIDISIONS, TRANSECT ZONE SUBDIVISIONS AND  MASTER PLANS    (1) Sufficient water supply and wastewater disposal capacity is available to meet the needs of  the project in conformance with applicable State and City requirements, as evidenced by a  City water allocation, City wastewater allocation, and/or Vermont Water and Wastewater  Permit from the Department of Environmental Conservation.    No change in water or wastewater demand is proposed.  The Board finds this criterion met.    (2) Sufficient  grading  and  erosion  controls  will  be  utilized  during  construction  and  after  construction  to  prevent  soil  erosion  and  runoff  from  creating  unhealthy  or  dangerous  conditions on the subject property and adjacent properties. In making this finding, the DRB  #SD‐19‐09  3 3 of 6  may  rely  on  evidence  that  the  project  will  be  covered  under  the  General  Permit  for  Construction issued by the Vermont Department of Environmental Conservation.  No earth disturbance is proposed.  The Board finds this criterion met.  (3) The project incorporates access, circulation and traffic management strategies sufficient to  prevent unreasonable congestion of adjacent roads. In making this finding the DRB may rely  on the findings of a traffic study submitted by  the applicant, and the findings of any  technical review by City staff or consultants.    1519 Shelburne Road and 1525 Shelburne Road are connected by a shared access driveway.   The Board finds this subdivision does not warrant additional connections to be made.  The  Board finds this criterion met.    (4) The project’s design respects and will provide suitable protection to wetlands, streams,  wildlife habitat as identified in the Open Space Strategy, and any unique natural features  on the site. In making this finding the DRB shall utilize the provisions of Article 12 of these  Regulations related to wetlands and stream buffers, and may seek comment from the  Natural Resources Committee with respect to the project’s impact on natural resources.    There are no natural resource areas on the site.    (5) The project is designed to be visually compatible with the planned development patterns in  the area, as specified in the Comprehensive Plan and the purpose of the zoning district(s) in  which it is located. For Transect Zone subdivisions, this standard shall apply only to the  location of lot lines, streets and street types, and natural resources identified in Article XII  of these Regulations.     The proposed subdivision does not affect compliance with this criterion.  The Board finds this  criterion met.    (6) Open space areas on the site have been located in such a way as to maximize opportunities  for creating contiguous open spaces between adjoining parcels and/or stream buffer areas.  For Transect Zone subdivisions, this standard shall apply only to the location of natural  resources identified in Article XII of these Regulations and proposed open spaces to be  dedicated to the City of South Burlington.    No additional open spaces are proposed.  The Project is located in a densely developed  commercial area of the US‐7 corridor.  The Board finds that while open space may be a  desirable component of the development, there are no contiguous open spaces to connect  to and therefore this criterion is met.    (7) The layout of a subdivision or PUD has been reviewed by the Fire Chief or his designee to  insure that adequate fire protection can be provided, with the standards for approval  including,  but  not  be  limited  to,  minimum  distance  between  structures,  street  width,  vehicular access from two directions where possible, looping of water lines, water flow and  pressure, and number and location of hydrants. All aspects of fire protection systems shall  be  designed  and  installed  in  accordance  with  applicable  codes  in  all  areas  served  by  municipal water. This standard shall not apply to Transect Zone subdivisions.    #SD‐19‐09  4 4 of 6  This project is not a PUD.  The proposed changes to the property layout do not affect  compliance with this criterion.  The Board finds this criterion met.    (8) Roads,  recreation  paths,  stormwater  facilities,  sidewalks,  landscaping,  utility  lines  and  lighting have been designed in a manner that is compatible with the extension of such  services  and  infrastructure  to adjacent  properties.  For  Transect  Zone  subdivisions,  this  standard shall only apply to the location and type of roads, recreation paths, and sidewalks.    No changes are proposed.  The Board finds this criterion met.    (9) Roads, utilities, sidewalks, recreation paths, and lighting are designed in a manner that is  consistent with City utility and roadway plans and maintenance standards, absent a specific  agreement with the applicant related to maintenance that has been approved by the City  Council. For Transect Zone subdivisions, this standard shall only apply to the location and  type of roads, recreation paths, and sidewalks.    The proposed subdivision does not affect compliance with this criterion.  The Board finds this  criterion met.    (10) The project is consistent with the goals and objectives of the Comprehensive Plan for the  affected district(s).    Among others, one of the goals of the Comprehensive Plan for the southwest quadrant is  reconstruction and infill development.  The Board finds this criterion met.    (11) The project’s design incorporates strategies that minimize site disturbance and integrate  structures, landscaping, natural hydrologic functions, and other techniques to generate less  runoff from developed land and to infiltrate rainfall into underlying soils and groundwater  as close as possible to where it hits the ground. For Transect Zone subdivisions, this standard  shall  apply  only  to  the  location of  natural  resources  identified in Article XII of these  Regulations.    No construction is proposed.  The Board finds this criterion met.    C) SITE PLAN REVIEW STANDARDS    Section 14.06 of the South Burlington Land Development Regulations establishes the general review  standards for all site plan applications.  Section 14.07 establishes the specific review standards for site plan  applications.    The Board finds the existing compliance with these criteria not affected by the proposed subdivision.  Minor  site improvements applicable to all site plans, including but not limited to utility cabinet and dumpster  screening, bicycle parking, and downcast and shielded lighting, will be addressed as part of the related site  plan reviews.       #SD‐19‐09  5 5 of 6  DECISION    Motion by ___, seconded by ___, to approve final plat application #SD‐19‐09 of Blue Dragonfly, LLC and  Antonio B. Pomerleau, LLC, subject to the following conditions:     1. All previous approvals and stipulations will remain in full effect except as amended herein.     2. This project must be completed as shown on the plat submitted by the applicant and on file in the  South Burlington Department of Planning and Zoning.    3. The plat plan must be revised to show the changes below and shall require approval of the  Administrative Officer. Three (3) copies of the approved revised plat must be submitted to the  Administrative Officer prior to recording the plat.    a. The plat plan must be revised to include the signature and seal of the land surveyor.    4. A digital PDF version of the full set of approved final plat must be delivered to the Administrative  Officer before recording the final plat plan.    5. A digital file consisting of an ArcGIS or AutoCAD formatted file of the proposed subdivision, including  property lines, easements, and rights of way, either georeferenced or shown in relation to four  easily identifiable fixed points such as manholes, utility poles or hydrants, must be provided to the  Administrative Officer before recording the final plat plan.    6. The applicant must obtain site plan approval for each of the three involved properties, reflecting the  reconfigured lot lines, prior to recording the mylar.    7. Any changes to the final plat plan will require approval of the South Burlington Development Review  Board.     8. The final plat plan (survey plat) must be recorded in the land records within 180 days or this  approval is null and void. The plat plan must be signed by the Board Chair or Clerk prior to recording.   Prior to recording the final plat plan, the applicant must submit copies of the survey plat in digital  format. The format of the digital information will require approval of the South Burlington GIS  Coordinator.    Mark Behr    Yea  Nay  Abstain  Not Present  Matt Cota    Yea  Nay  Abstain  Not Present  Frank Kochman    Yea  Nay  Abstain  Not Present  Bill Miller    Yea  Nay  Abstain  Not Present  Jennifer Smith    Yea  Nay  Abstain  Not Present  Brian Sullivan    Yea  Nay  Abstain  Not Present  John Wilking    Yea  Nay  Abstain  Not Present    Motion carried by a vote of _ – _ – _.      Signed this ____ day of April, 2019, by      #SD‐19‐09  6 6 of 6  _____________________________________                                                Bill Miller, Chair    Please note:  An appeal of this decision may be taken by filing, within 30 days of the date of this  decision, a notice of appeal and the required fee by certified mail to the Superior Court, Environmental  Division.  See V.R.E.C.P. 5(b).  A copy of the notice of appeal must also be mailed to the City of South  Burlington Planning and Zoning Department at 575 Dorset Street, South Burlington, VT 05403.  See  V.R.E.C.P. 5(b) (4)(A).  Please contact the Environmental Division at 802‐828‐1660 or  http://vermontjudiciary.org/GTC/environmental/default.aspx for more information on filing  requirements, deadlines, fees and mailing address.      The applicant or permittee retains the obligation to identify, apply for, and obtain relevant state  permits for this project. Call 802.477.2241 to speak with the regional Permit Specialist.      To the best of my knowledge & belief thisplat properly depicts the results of a surveyconducted under my direct supervision,based upon our analysis of record andphysical evidence found. Existingboundaries shown are substantiallyconsistent with the record unless otherwiseshown. This plat is in substantialcompliance with 27 VSA 1403. Thisstatement valid only when accompanied bymy original signature and seal._________________________________Timothy R. Cowan VT LS 597GRID NORTHSEE NOTE 2AA. "Proposed 3 Lot Subdivision - Antonio B. PomerleauLLC" dated 12/6/2011, by Civil Engineering Associates, Inc.Map slide 559.B, South Burlington Land Records (SBLR).A."Boundary Plan - Pomerleau Real Estate", last revised6/26/98, by Pinkham Engineering Associates, Inc. Map Book430, Page 47 (Now Map Slide 333), SBLR.B. "Douglas W. & Cheryl A. Hoar Property", dated July,1986, by W. A. Robenstien, LS. Map Book 200, Page 55(Now Map Slide 190), SBLR.C. "R.O.W. Plan", Project F-EGC-019-4(19) change orderdate 9/13/02. VTrans District Engineer's Office.D. "Location Plans of the Rutland Railroad - Vol. I -Burlington - Vergennes" dated 1893. State of VermontArchives.E. "Town of So. Burlington New Sewerage Works" dated12-16-69 by Webster - Martin. Recorded Vol. 82 Pg. 238SBLR.- Reference Plats or Maps -- Easement Notes -E1. 20-foot-wide sewer easement serving City of South Burlington. (Plan atVol. 82 Pg. 238). No corresponding deed found. Shown hereon as centeredon sewer line as-built.E2. A PORTION of a 150-foot-wide easement for electrical transmission lineserving Vermont Electric Power Company, Inc. and Green Mountain PowerCorp. as described in 1974 deed from Pomerleau. (Vol. 109 Pg. 547). N.B. -The easement sidelines are described as being 75' east and west of a surveyline. The existing transmission line is NOT centered within the easement, andwas relocated on or about 2009.E3. 15-foot-wide water line easements serving City of South Burlington. Planindicates the easement is centered on waterline as-built. (Deed Vol. 74 Pg.461, Plan Vol. 80, Pg. 146 (now Slide 95-8)).E4. A 10-foot-wide easement serving Green Mountain Power Corp. andVerizon. To be 5' each side of conduits and 5' from exposed edges of groundstructures. (Vol. 956 Pg. 299).E5. 10-foot wide easement (centered on gas lines as-built) serving VermontGas Systems, Inc. for gas lines crossing and serving proposed Lot 1 (Vol. 415Pg. 683). N.B. - Gas line locations shown hereon are schematic only - fromvarious sources.E6. Remaining PORTION of a 10-foot-wide gas line easement lying westerlyof the former westerly sideline of U.S. Route 7, serving Vermont GasSystems, Inc. (Vol. 415 Pg. 686).E7. 15-foot-wide sewer easement serving Lash property over the easterly 6.5feet of Lots 2 and 3. (Vol. 89 Pg. 217, 2nd page, 1st paragraph)E8. 15-foot-wide water easement serving Pomerleau property may remainover the easterly 6.5 feet of Lash. (Vol. 89 Pg. 217, 2nd page, 2nd paragraph)E9. 50-foot-wide easements for ingress & egress and for underground utilitiespreviously RESERVED BY POMERLEAU in 1986 deed to Lash property.(Vol. 218 Pg. 357).E10. Triangular parking easement and right-of-way on Lash property, servingPomerleau. (Vol. 218 Pg. 371).E11. Reciprocal easements for parking and ingress & egress between Lots 2and 3, and for ingress & egress to Lash property. Pending.- Legend -E31. Purpose of this survey and plat was to depict lot line adjustments betweenLots 1, 2 and 3. Reference shall be made to Reference Plat AA for furthernotes on the existing boundaries. Other neighboring property lines may beshown approximately and are for reference purposes only. Locations of utilitiesshown are approximate or schematic only.2. Field surveying was conducted during October 2011 and consisted of aclosed-loop traverse utilizing electronic total-station and GPS instrumentsunless otherwise noted. Bearings shown are from Grid North, VermontCoordinate System of 1983, based upon our GPS observations on or near thesite.3. Shelburne Road (US Rte. 7) is a public highway or street with a historicalright-of-way width of 6 rods (99 feet). An additional strip of land, nominally 8.5'wide was conveyed from Pomerleau to the State of Vermont in 1997 bywarranty deed Volume 425 Page 686. This plat reflects that change.4. Bartlett Bay Road is a public highway or street with a record right-of-waywidth of 50 feet. Reference Vol. 13 Pg. 208 and Vol. 30 Pg. 172.5. Iron pipes found are typically described hereon with inside diameters. Ironrods found are typically described with outside diameters. Corner markers"SET" or "PROPOSED" consist/shall consist of 5/8" rebars with aluminum capsembossed "CIVIL ENGINEERING ASSOCS. - VT LS 597", typically set flushwith existing grade, unless otherwise noted.6. Railroad right of way limits were determined based upon Reference Map Dand locations of original RR monumentation found. The location of the easterlyright of way line was determined to be roughly 8' easterly of the right-of-way asshown on Reference Plats A & B.7. The subject property MAY be subject to buried utilities, easements,rights-of-way, restrictions, covenants, licenses, permits, regulations and/orset-back lines not readily apparent from normal inspection of the property orland records. No liability is assumed by Civil Engineering Associates, Inc., orthe undersigned, for any loss associated with the existence of anyundiscovered easements, uses, or restrictions on use of the property which arenot evident in the record or are not readily apparent from normal inspection ofthe property or land records.- Survey Notes -TRCTRCJDL/GAC1" = 40'02291.03BA1- Location Map -NOT to SCALEACEFEB. 1, 2018PROPOSEDLOT LINE ADJUSTMENTANTONIO B.POMERLEAU1519-1525 Shelburne Road& 5 Bartlett Bay RoadSouth Burlington, VermontVERMONT RAILWAY SHELBURNEBAYLAKE CHAMPLAINU.S. ROUTE 7GREENMTN. DR.PROJECTLOCATIONBARTLETT BAY RD.LOT AREA TABLEMIN. LOT SIZEEXISTINGPROPOSEDLOT 1 - 40,000 SF 206,180 SF ± 195,330 SF ±LOT 2 - 40,000 SF 40,170 SF ± 48,460 SF ±LOT 3 - 40,000 SF 43,400 SF ± 45,960 SF ±P:\AutoCADD Projects\2002\02291.03\1-CADD Files-\Dwg\02291.03 Lot Line Adj (2-1-2018) Resub 2-21-2019.dwg, 2/21/2019 2:48:50 PM, gcarter 152011" = 30'C1.0LOCATION MAP1" = 2000'BARTLETT BAY RD.VERMONT RAILWAY SHELBURNEBAYCHAMPLAINLAKEU.S. ROUTE 7GREENLOCATIONPROJECTPJMCJGACELEGENDDSMMTN. DR.OVERALLSITE PLANEXISTINGCONDITIONS01/10/2019BUILDING COVERAGEMAX. BUILD COVERAGE EXISTINGLOT 1 40% 26%LOT 2 40% 16%LOT 3 40% 29%LOT COVERAGEMAX. LOTCOVERAGEEXISTINGLOT 1 70% 64%LOT 2 70% 66%LOT 3 70% 71%FRONTAGE COVERAGEEXISTING EXISTINGROUTE 7BARTLETTLOT 1 N/A 28%LOT 2 92% 64%LOT 3 40% N/ALOT SIZEMIN. LOT SIZE EXISTINGLOT 1 - 40,000 SF 206,180 SF±LOT 2 - 40,000 SF 40,170 SF±LOT 3 - 40,000 SF 43,400 SF±ANTONIO B. POMERLEAUc/o POMERLEAU REAL ESTATE&BLUE DRAGONFLY, LLC69 COLLEGE STREETBURLINGTON, VT 05401SHELBURNE ROAD &BARTLETT BAY ROADSOUTH BURLINGTON, VTSITEIMPROVEMENTSPROPERTY OWNERZONING DISTRICTLOT 1:ANTONIO B. POMERLEAUc/o POMERLEAU REAL ESTATE69 COLLEGE STREETBURLINGTON, VT 05401LOTS 2 & 3:BLUE DRAGONFLY LLC.69 COLLEGE STREETBURLINGTON, VT 05401LOTS 1,2 & 3:COMMERCIAL 2 DISTRICT (C2)PROJECT LOCATIONLOT 1:5 BARTLETT BAY ROADSOUTH BURLINGTON, VTLOT 2:1525 SHELBURNE ROADSOUTH BURLINGTON, VTLOT 3:1519 SHELBURNE ROADSOUTH BURLINGTON, VT01/15/2019 CJG SKETCH PLAN APPLICATION02/20/2019 CJG PRELIM/FINAL APPLICATIONP:\AutoCADD Projects\2002\02291.03\1-CADD Files-\Dwg\02291-Site 2017.dwg, 2/21/2019 2:42:56 PM, gcarter PROPERTY OWNER152011" = 30'C1.1LOCATION MAP1" = 2000'BARTLETT BAY RD.VERMONT RAILWAY SHELBURNEBAYCHAMPLAINLAKEU.S. ROUTE 7GREENLOCATIONPROJECTZONING DISTRICTPJM/GACCJGACELEGENDDSMANTONIO B. POMERLEAUc/o POMERLEAU REAL ESTATE&BLUE DRAGONFLY, LLC69 COLLEGE STREETBURLINGTON, VT 05401SHELBURNE ROAD &BARTLETT BAY ROADSOUTH BURLINGTON, VTMTN. DR.LOT 1:ANTONIO B. POMERLEAUc/o POMERLEAU REAL ESTATE69 COLLEGE STREETBURLINGTON, VT 05401LOTS 2 & 3:BLUE DRAGONFLY, LLC.69 COLLEGE STREETBURLINGTON, VT 05401LOTS 1,2 & 3:COMMERCIAL 2 DISTRICT (C2)OVERALLSITE PLANPROPOSEDCONDITIONSSITEIMPROVEMENTS01/10/2019PROJECT LOCATIONLOT 1:5 BARTLETT BAY ROADSOUTH BURLINGTON, VTLOT 2:1525 SHELBURNE ROADSOUTH BURLINGTON, VTLOT 3:1519 SHELBURNE ROADSOUTH BURLINGTON, VT01/15/2019 CJG SKETCH PLAN APPLICATION 02/20/2019 CJG PRELIM/FINAL APPLICATIONBUILDING COVERAGEMAX. BUILDCOVERAGEEXISTINGPROPOSEDLOT 1 40% 26% 28%LOT 2 40% 16% 13%LOT 3 40% 29% 27%LOT COVERAGEMAX. LOTCOVERAGEEXISTINGPROPOSEDLOT 1 70% 64% 68%LOT 2 70% 66% 55%LOT 3 70% 71% 67% MAX. EXISTING PROPOSED EXISTINGPROPOSEDFRONTAGEROUTE 7ROUTE 7BARTLETTBARTLETTLOT 1 30% N/A N/A 28% 29%LOT 2 30% 92% 92% 64% 62%LOT SIZEMIN. LOT SIZEEXISTINGPROPOSEDLOT 1 - 40,000 SF 206,180 SF± 195,330 SF±LOT 2 - 40,000 SF 40,170 SF± 48,460 SF±LOT 3 - 40,000 SF 43,400 SF± 45,960 SF±FRONTAGE COVERAGELOT 3 30% 40% 40% N/A N/AP:\AutoCADD Projects\2002\02291.03\1-CADD Files-\Dwg\02291-Site 2017.dwg, 2/21/2019 2:42:39 PM, gcarter #SD‐19‐08  Staff Comments 1 1 of 10  CITY OF SOUTH BURLINGTON  DEVELOPMENT REVIEW BOARD  SD‐19‐08_1680 Shelburne Rd_SeaComm_PP FP_2019‐04‐ 02.docx  DEPARTMENT OF PLANNING & ZONING   Report preparation date: March 29, 2019  Plans received: February 15, 2019  1680 Shelburne Road  Sketch Plan Application #SD‐19‐08  Meeting date: April 2, 2019  Owner/Applicant  Pizzagalli Properties, LLC  462 Shelburne Road, Suite 101  Burlington, VT 05401  Engineer  Catamount Consulting Engineers, PLLC  P.O. Box 65067  Burlington, VT 05406  Property Information  Tax Parcel 1540‐01680  Commercial 2 Zoning District  1.00 acres       Location Map      #SD‐19‐08  Staff Comments 2 2 of 10    PROJECT DESCRIPTION    Preliminary and final plat application #SD‐19‐08 of SeaComm Federal Credit Union to amend a  previously approved PUD for a four‐story 63‐unit multi‐family dwelling.  The amendment consists of  constructing a one‐story, 3,500 sq. ft. financial institution with three drive‐through lanes and twenty  (20) parking spaces on one (1) acre, 1680 Shelburne Road.    PERMIT HISTORY    The property was subdivided from the property containing Bartlett Bay Apartments in 2015 and is  included in the PUD approved as part of that subdivision (#SD‐15‐09).    That PUD involved construction  of 63 residential units, which is the maximum unit count for the property.  It also involved approval of a  shared use driveway.  This applicant represents an amendment to the approved PUD, therefore the  applicant must demonstrate how the PUD standards including compatibility with adjoining uses are met.    The Development Review Board held a sketch plan meeting for the project on January 29, 2019.    COMMENTS    Development Review Planner Marla Keene and Director of Planning and Zoning Paul Conner (“Staff”)  have reviewed the plans submitted on 2/15/2019 and offer the following comments. Numbered items  for the Board’s attention are in red.    CONTEXT    The project as presented will be subject to PUD review and site plan review.  The property is located in  the Transit Overlay District, the Traffic Overlay District Zone 3, and the Urban Design Overlay District.  This is the first site plan application for the property.      ZONING DISTRICT & DIMENSIONAL REQUIREMENTS    Setbacks, Coverages & Lot Dimensions    Commercial 2 District Required Proposed   Min. Lot Size 40,000 sq. ft.  43,560 sq. ft   Max. Building Coverage 40%  11.5% 1    Max. Overall Coverage 70%  53.5%    Min. Front Setback 30 ft.  30 ft.   Min. Side Setback 10 ft.  35 ft.   Min. Rear Setback 30 ft.  67 ft.   Max. Front Setback Coverage 30%  5.4%   Height (flat roof) 35 ft.  25.5 ft.  1. Applicant has indicated the building including canopy provides 11.5% coverage.  Without  canopy, building coverage is 8.0%.        #SD‐19‐08  Staff Comments 3 3 of 10  Commercial 2 District (C2)    The purpose of the C2 district is, in part, to encourage general commercial activity.  Developments are  subject to site plan review to coordinate traffic movements, encourage mixed‐use developments, provide  shared parking opportunities and to provide a potential location for high‐traffic generation commercial  uses.  Applicable supplemental standards within this district follow.  The remaining supplemental standards  are not applicable.      C. Parking, Access and Internal Circulation  (3)   Parking areas shall be designed for efficient internal circulation and the minimum number of  curb cuts onto the public roadway.  (4)   Access improvements and curb cut consolidation may be required.  The Project uses an existing shared curb cut.  Staff considers these criteria met.    Urban Design Overlay District    (1) Entries. Buildings on subject properties must have at least one entry facing the primary road  in the corridor. Any such entry shall:  (a) Be an operable entrance, as defined in these Regulations.   (b) Serve, architecturally, as a principal entry. Front entries shall be a focal point of the front  façade and shall be an easily recognizable feature of the building. Possibilities include accenting  front  entries  with  features  such  as  awnings,  porticos,  overhangs,  recesses/projections,  decorative front doors and side lights, or emphasis through varied color or special materials.  This requirement does not preclude additional principal entry doors.   (c) Shall have a direct, separate walkway to the primary road. This walkway shall be at  least  eight  (8)  feet  in  width  and  may  meander  for  design  purposes,  but  must  serve  as  a  pedestrian‐oriented access.   The  applicant  has  submitted  architectural  renderings  in  support  of  this  application.    Staff  considers this criterion met.    1. Staff notes the applicant must remove all signs from the plans, including callouts of sign  locations. The Board may not approve signs or sign locations as part of the current application,  and Staff recommends the Board include a condition to this effect.  (2) Glazing. Windows are key to the overall design of a building and the relationship between  its exterior and interior.   (a) For all properties in the Urban Overlay District, a minimum of 75% of glazing shall be  transparent.  (b) In non‐residential uses, first story glazing shall have a minimum height of 7 vertical feet.   The applicant has represented in their renderings that 90% of glazing will be transparent and will  be 8‐feet high.  They have not provided supporting documentation of this claim.    2. Staff recommends the Board discuss whether to require dimensioned building elevations to  support glazing requirements.  (c) N/A  #SD‐19‐08  Staff Comments 4 4 of 10  (3) Dimensional Standards:  First stories shall have a minimum of 40% glazing across the width  of the building façade, and must be setback a minimum of 20‐feet from the ROW.   As above, the applicant has represented in their renderings that the principal façade facing  Shelburne Road will have 60% glazing, but has not provided supporting documentation of this  claim.    3. Staff recommends the Board discuss whether to require dimensioned building elevations to  support glazing requirements.  (4) Building Stories, Heights, and Rooftop Apparatus.   (a) N/A  (b) Section 8.06(G) of these regulations shall apply to rooftop elements of buildings within  the Urban Design Overlay District.  4. Staff  recommends  the  Board  ask  the  applicant  whether  there  are any  rooftop  elements  proposed beyond the architectural feature at the front of the building.  Rooftop elements  include mechanical equipment in excess of one foot in height.    8.06(G) requires architectural features to be no greater than 20% of the area of the upper‐most  story or 200 square feet, whichever is greater, and limits the maximum height to 14‐feet above  the maximum height of the building.    5. Staff recommends the Board require the applicant to demonstrate that the criteria of 8.06G  are met for the front architectural features prior to closing the hearing.    PUD STANDARDS    (1) Sufficient water supply and wastewater disposal capacity is available to meet the needs of the  project in conformance with applicable State and City requirements, as evidenced by a City  water allocation, City wastewater allocation, and/or Vermont Water and Wastewater Permit  from the Department of Environmental Conservation.    The applicant has obtained preliminary water and wastewater allocations for the project.  Staff  considers this criterion to be met.    (2) Sufficient grading and erosion controls will be utilized during construction and after  construction to prevent soil erosion and runoff from creating unhealthy or dangerous  conditions on the subject property and adjacent properties. In making this finding, the DRB  may rely on evidence that the project will be covered under the General Permit for  Construction issued by the Vermont Department of Environmental Conservation.    The applicant has provided an erosion prevention and sediment control plan (Sheet C101) and  stabilization plan (Sheet C304).      6. Staff recommends the Board require the applicant to update the EPSC notes to require seed  and mulch or erosion control matting within 48 hours of final grading.  Staff considers this  can be a condition of approval.    #SD‐19‐08  Staff Comments 5 5 of 10  (3) The project incorporates access, circulation and traffic management strategies sufficient to  prevent unreasonable congestion of adjacent roads. In making this finding the DRB may rely  on the findings of a traffic study submitted by the applicant, and the findings of any technical  review by City staff or consultants.    Due to recommendations from VTrans and from Act 250, the applicant has performed a traffic  impact study for the proposed project.  The study uses site specific data to estimate a  generation of 26 trips during the PM peak hour.  On an overall basis, based on the size of the  involved parcels, the PUD has 448 trip ends available before mitigation is needed.  The applicant  estimates existing use generates 53 trips based on standard ITE methods and data for  apartments (LUC 220), while the prior approval calculated 25 trips for the existing use based on  standard ITE methods and data for multi‐family housing (LUC 223).  Staff considers LUC 220 is an  incorrect choice because it applies to one and two story buildings.  LUC 223 is no longer used by  ITE.  Staff considers the applicable current code would be 221, for multi‐family mid‐rise, which  estimates the existing use generates 28 trips.  Staff considers that regardless of which  calculation is used, the PUD is be well below the maximum allowable.  Staff notes that the  applicant will need to pay a traffic mitigation fee based on the proposed generation of 26 new  trips prior to obtaining a zoning permit.  Staff considers this criterion met.    (4) The project’s design respects and will provide suitable protection to wetlands, streams,  wildlife habitat as identified in the Open Space Strategy, and any unique natural features on  the site. In making this finding the DRB shall utilize the provisions of Article 12 of these  Regulations related to wetlands and stream buffers, and may seek comment from the Natural  Resources Committee with respect to the project’s impact on natural resources.    Staff considers no natural resources will be impacted by the proposed project.  The existing area  of disturbance is contained entirely within a cleared, moderately sloped area.  Staff considers  this criterion met. (5) The project is designed to be visually compatible with the planned development patterns in  the area, as specified in the Comprehensive Plan and the purpose of the zoning district(s) in  which it is located.    The applicant has provided renderings showing the proposed building from the proposed access  drive.    At sketch, the applicant indicated they would provide landscape screening to shield headlights from  Shelburne Road.  The proposed grading shows the parking and drive areas will be at least 7 feet  above Shelburne Road, therefore Staff has no concerns about headlight screening.    7. Staff does not have concerns about the aesthetics of the building itself (provided urban design  overlay criteria are demonstrated to be met as discussed above), but recommends the Board  consider whether to require additional views showing whether the proposed landscaping will be  positioned to screen the parking area from Shelburne Road and showing the aesthetics of the  building as viewed from the north.  The applicant has in their cover letter indicated that  landscaping is designed to provide screening to the residential apartment building to the east.    (6) Open space areas on the site have been located in such a way as to maximize opportunities  for creating contiguous open spaces between adjoining parcels and/or stream buffer areas.  #SD‐19‐08  Staff Comments 6 6 of 10    The Board found this criterion met for the initial PUD approval for the property by clustering  development away from contiguous open spaces on other properties.  The subject lot was  designated for development at that time.  Staff considers this criterion met.    (7) The layout of a subdivision or PUD has been reviewed by the Fire Chief or his designee to  insure that adequate fire protection can be provided, with the standards for approval  including, but not be limited to, minimum distance between structures, street width, vehicular  access from two directions where possible, looping of water lines, water flow and pressure,  and number and location of hydrants. All aspects of fire protection systems shall be designed  and installed in accordance with applicable codes in all areas served by municipal water.    8. The Fire Chief reviewed the plans on 3/27 and requested the applicant make modifications to  the eastern two parking lot bump‐outs.  Staff relayed these comments to the applicant and  anticipates the applicant will have an update at the time of the hearing.    (8) Roads, recreation paths, stormwater facilities, sidewalks, landscaping, utility lines and lighting  have been designed in a manner that is compatible with the extension of such services and  infrastructure to adjacent properties.    Stormwater is discussed below under PUD Criterion #11.     The applicant has submitted a photometric lighting plan indicating lights will be pole mounted  20‐feet above grade, which is below the maximum allowable height of 30‐feet.    Utilities and landscaping are discussed under 14.07B and 14.07D below, respectively.      Staff has no concerns with the compatibility of other infrastructure elements with adjacent  properties.    (9)  Roads, utilities, sidewalks, recreation paths, and lighting are designed in a manner that is  consistent with City utility and roadway plans and maintenance standards, absent a specific  agreement with the applicant related to maintenance that has been approved by the City  Council.    No changes to public infrastructure are proposed.  Staff considers this criterion met.      (10) The project is consistent with the goals and objectives of the Comprehensive Plan for  the affected district(s).    The Goals of the comprehensive plan are  1. Affordable & community Strong.  Creating a robust sense of place and opportunity for  our residents and visitors.  2. Walkable.  Bicycle and pedestrian friendly with safe transportation infrastructure.  3. Green & clean. Emphasizing sustainability for long‐term viability of a clean and green  South Burlington.  4. Opportunity Oriented. Being a supportive and engaged member of the larger regional  and statewide community.    #SD‐19‐08  Staff Comments 7 7 of 10  The Project is located in the southwest quadrant.  Objectives of the southwest quadrant include  objective #54, promote higher‐density, mixed use development and redevelopment along  Shelburne Road and foster effective transitions to adjacent residential areas, and Objective #58,  support the ongoing agricultural use of the University of Vermont’s Horticultural Farm and its  other agricultural properties.  Staff considers the overall PUD supports the comprehensive plan  objective #58 by provision of a right of way for future connection, which was a condition  imposed on the project at the initial PUD review, and that it also supports objective #54 of  promoting higher‐density mixed use development along Shelburne Road.  Staff considers this  criterion met.     (11) The project’s design incorporates strategies that minimize site disturbance and  integrate structures, landscaping, natural hydrologic functions, and other techniques to  generate less runoff from developed land and to infiltrate rainfall into underlying soils and  groundwater as close as possible to where it hits the ground.  The Stormwater section reviewed the plans on 2/22/2019 and provided comments to the  applicant.  On 3/22/2019, the Stormwater Section indicated their only comments are as follows.    The  Stormwater  Section  (City)  has  reviewed  the  “SeaComm  Federal  Credit  Union”  site  plan  prepared by Catamount Consulting Engineers, dated 11/14/18 and last updated on 3/18/19.     1. This project is located in the Bartlett Brook watershed. This watershed  is  listed  as  stormwater impaired by the State of Vermont Department of Environmental Conservation  (DEC).     2. The DRB should include a condition requiring the applicant to regularly maintain all  stormwater treatment and conveyance infrastructure.    9. Staff recommends the Board include the Stormwater Section’s comment as a condition of  approval.      SITE PLAN REVIEW STANDARDS    14.06 General Standards    A.  Relationship of Proposed Development to the City of South Burlington Comprehensive Plan. Due  attention by the applicant should be given to the goals and objectives and the stated land use policies  for the City of South Burlington as set forth in the Comprehensive Plan.    Compliance with the comprehensive plan is discussed under PUD standard #10 above.  Staff considers this  criterion to be met.  B.  Relationship of Proposed Structures to the Site.  (1)   The site shall be planned to accomplish a desirable transition from structure to site, from  structure  to  structure,  and  to  provide  for  adequate  planting,  safe  pedestrian  movement,  and  adequate parking areas.  10. Staff considers this criterion generally met, and recommends the Board review the landscaping  plan and architectural renderings to confirm.      #SD‐19‐08  Staff Comments 8 8 of 10  (2)   Parking:  (a)   Parking shall be located to the rear or sides of buildings. Any side of a building facing a  public street shall be considered a front side of a building for the purposes of this subsection.   (b)   The Development Review Board may approve parking between a public street and one  or more buildings if the Board finds that one or more of the following criteria are met. The Board  shall approve only the minimum necessary to overcome the conditions below.  (i) The parking area is necessary to meet minimum requirements of the Americans with  Disabilities Act;  (ii) – (vii) N/A  Parking is located to the side and rear.  Staff considers this criterion met.    C.   Relationship of Structures and Site to Adjoining Area.  (1)   The Development Review Board shall encourage the use of a combination of common  materials  and  architectural  characteristics  (e.g.,  rhythm,  color,  texture,  form  or  detailing),  landscaping,  buffers,  screens  and  visual  interruptions  to  create  attractive  transitions  between  buildings of different architectural styles.  (2)   Proposed structures shall be related harmoniously to themselves, the terrain and to existing  buildings and roads in the vicinity that have a visual relationship to the proposed structures.  There is only one building on the lot.  The building is located in a PUD with Bartlett Brook apartments  to the rear.  The primary building materials are brick and a tan shade of EIFS.  The Bartlett Brook  apartment building is in a similar but not identical color scheme.  Staff considers this criterion to be  met.  14.07 Specific Review Standards    A.  Access to Abutting Properties. The reservation of land may be required on any lot for provision  of access to abutting properties whenever such access is deemed necessary to reduce curb cuts onto an  arterial or collector street, to provide additional access for emergency or other purposes, or to improve  general access and circulation in the area.    The project is proposed to share a curb cut with the existing Bartlett Brook apartment building.  Staff  considers this criterion met.    B.  Utility Services. Electric, telephone and other wire‐served utility lines and service connections  shall be underground insofar as feasible and subject to state public utilities regulations. Any utility  installations  remaining  above  ground  shall  be  located  so  as  to have  a  harmonious  relation  to  neighboring properties and to the site. Standards of Section 15.13, Utility Services, shall also be met.    Wire‐served utilities are proposed to connect to an existing pole on the property and to be underground.   Staff considers this criterion met.    C.  Disposal  of  Wastes.  All  dumpsters  and  other  facilities  to  handle  solid  waste,  including  compliance with any recycling, composting, or other requirements, shall be accessible, secure and  properly screened with opaque fencing to ensure that trash and debris do not escape the enclosure(s).  Small receptacles intended for use by households or the public (ie, non‐dumpster, non‐large drum) shall  #SD‐19‐08  Staff Comments 9 9 of 10  not be required to be fenced or screened.    The proposed dumpster location is to be screened with a vinyl fence.  Staff considers this criterion met.    D. Landscaping and Screening Requirements. See Article 13, Section 13.06 Landscaping, Screening, and  Street Trees.    At sketch plan, the Board discussed with the applicant that they should try to retain existing trees along  the northern property boundary.  These trees to be retained are shown on the plan, but are not  specifically delineated on either the EPSC or landscaping plan.      11. Staff recommends the Board require the applicant to provide for tree protection on the applicable  site plans.    Pursuant to Section 13.06(A) of the proposed Land Development Regulations, landscaping and  screening shall be required for all uses subject to planned unit development review. The minimum  landscape requirement for this project is determined by Table 13‐9 of the South Burlington Land  Development Regulations.    The applicant estimates the building cost to be $914,000.  The required minimum landscape value is  therefore $16,640, as follows.    Total  Building  Construction  Cost  % of total Construction Cost  Required Value  $0 ‐ $250,000  3%  $7,500  Next $250,000  2%  $5,000  Additional Over $500,000  1%  $4,140  Total $16,640    The applicant is proposing $18,080 in trees and shrubs.  The applicant is also proposing a large  quantity of grasses to be located between the proposed parking lot and the proposed building,  whose value is not included in the $18,080.  Perimeter landscaping is proposed to be protected  by curbing.  Four shade trees, the minimum required for parking lot shading, are provided.  Staff  considers this criterion met, and recommends the Board require a landscape bond for $18,080.    E.  Modification of Standards. Except within the City Center Form Based Code District, where the  limitations of a site may cause unusual hardship in complying with any of the standards above and  waiver therefrom will not endanger the public health, safety or welfare, the Development Review  Board may modify such standards as long as the general objectives of Article 14 and the City's  Comprehensive Plan are met. However,  in no case shall the DRB permit the location of a new  structure less than five (5) feet from any property boundary and in no case shall be the DRB allow  land development creating a total site coverage exceeding the allowable limit for the applicable  zoning district in the case of new development, or increasing the coverage on sites where the pre‐ existing condition exceeds the applicable limit.    Setback and site coverage requirements are met.  Staff considers this criterion met.    #SD‐19‐08  Staff Comments 10 10 of 10  F.  Low Impact Development. The use of low impact site design strategies  that  minimize  site  disturbance, and that integrate structures, landscaping, natural hydrologic functions, and various  other techniques to minimize runoff from impervious surfaces and to infiltrate precipitation into  underlying soils and groundwater as close as is reasonable practicable to where it hits the ground,  is required pursuant to the standards contained within Article 12.  Stormwater is addressed in an existing infiltration basin.  Comments from the stormwater section are  provided above.  Staff considers this criterion met.  G.  Standards for Roadways, Parking and Circulation. Standards of Section 15.12 Standards for  Roadways, Parking, and Circulation shall be met.    No new roadways are proposed.  Staff considers this criterion met.    OTHER  Energy Standards  Staff notes that all new buildings are subject to the Stretch Energy Code pursuant to Section 3.15:  Residential and Commercial Building Energy Standards of the LDRs.    Bicycle Parking  The applicant has provided two inverted U‐type bicycle racks, which meets the minimum requirement of  four bicycle spaces for a 3,500 sq. ft. building.  Staff notes the bicycle racks must be configured to meet  the minimum spacing requirements of 13.14B(2)(d).    12. For new buildings, the applicant must provide 50% of required short term bike parking spaces as long‐ term bike storage, or two spaces, and one clothes locker.  Staff recommends the Board require the  applicant to demonstrate how they will comply with long‐term bike storage and locker requirements.    RECOMMENDATION    Staff recommends that the Board work with the applicant to address the issues identified herein.    Respectfully submitted,    Marla Keene, Development Review Planner    STATEMENT OF PROBABLE COST Project Name SeaComm Federal Credit Union Drawing Referenced: SP301 - Landscape Plan Date Prepared:February 14, 2019 Date of Prices:Spring 2019 Project Status:Permit Plans Revisions: Sheet 1 of 1 UNIT SUB KEY ITEM QUANTITY UNIT COST TOTAL REMARKS TREES AF Sienna Glen Red Maple 9 EA.$700.00 $6,300.00 2.5-3" Cal. BN River Birch 7 EA.$650.00 $4,550.00 14-16' Tall, Multi Stem GT Honeylocust 5 EA.$750.00 $3,750.00 2.5-3" Cal. TO Arborvitae 15 EA.$100.00 $1,500.00 5-6' Height SB Spirea 36 EA.$55.00 $1,980.00 CA Feather Reed Grass 109 EA.$30.00 $3,270.00 2 Gal. Total:$21,350.00 SHRUBS Oranmental Grasses 575 Dorset Street South Burlington, VT 05403 tel 802.846.4106 fax 802.846.4101 www.sburl.com               TO:    South Burlington Development Review Board    FROM:   Marla Keene, Development Review Planner    SUBJECT:   SD‐19‐02 435 Dorset Street Site Plan Application    DATE:    April 2, 2019 Development Review Board meeting      Champlain Housing Trust, hereinafter referred to as the applicant, is seeking site plan approval to amend a  previously approved plan by removing trees.  At the March 5, 2019 hearing, the Board heard the applicant and  continued the hearing for three purposes.    1. The applicant failed to notify all abutters, and the Board requested they notify the omitted abutters to  give those abutters an opportunity to participate in the hearing.      The Applicant has provided documentation that they notified the omitted abutters and Staff considers  public notice requirements to have been met.    2. The Board requested the applicant submit a plan with the trees to be removed actually having been  removed so the Board can more fully understand the impact of the request.      The applicant has submitted two new plans for this hearing, one showing graphically the existing tree  cover, and one showing graphically the proposed tree cover after the removal of 109 trees.    3. Third, the Board requested the applicant reconsider whether any of the trees proposed for removal  could be instead maintained, taking into consideration aesthetics, forest health, and building health.   For this final request, the Board recommended the applicant’s landscape arborist consult with the City  arborist or Natural Resources Committee as appropriate.      The applicant has provided a memorandum from their landscape architect.  It does not appear to Staff  the applicant has reduced the proposed number of trees to be removed.    Since the March 5 hearing, it has come to Staff’s attention that the property is not in full compliance with  13.06C(1) and 13.06C(2), which pertain to screening of trash areas and utility cabinets.  These standards require  dumpster and utility cabinets be screened with “a permanently maintained landscape of evergreen or a mix of  evergreen and deciduous trees and shrubs, and/or a solid fence.”  Staff has discussed this standard with the  applicant and they will provide screening for trash areas and utility cabinets.  Staff recommends the Board  discuss with the applicant what they plan to use for utility cabinet screening and require the applicant to amend  their plan to include a note describing the planned utility cabinet screening as a condition of approval.    #SP‐19‐02  2 Similarly, Staff has observed one light fixture on the property which does not meet the downcast and shielded  requirements of 13.07A, and the Applicant understands they will need to replace the fixture prior to obtaining  a certificate of occupancy to close out this permit.  Staff recommends the Board include as a condition of  approval that non‐compliant light fixtures must be replaced with downcast and shielded fixtures.    Finally, Staff notes the applicant must also provide for bicycle parking for six (6) bicycles as described in the  March 5 staff notes, and maintain erosion control.  Staff recommends the Board discuss with the applicant  where they intend to place their bicycle parking, and require the applicant to show the bicycle parking locations  on their plan as a condition of approval.    RECOMMENDATION    Staff recommends that the Board discuss the project with the applicant and close the hearing.    Respectfully submitted,      ____________________________________  Marla Keene, Development Review Planner T.J. Boyle Associates | 301 College Street • Burlington VT 05401 | www.tjboyle.com MEMORANDUM To: Chip Patullo From: Jeremy B. Owens Date: March 14, 2019 Re: Dorset Commons – Tree Removal Review Per your request, I visited the Dorset Commons development on March 12, 2019, to review the existing tree conditions and the proposed tree removal plan. Because it was the winter season at the time of my visit, I also reviewed some images of the property that were taken during leaf-on conditions. These leaf-on images depict the various perennials that exist around the main residential buildings. While at the site I noted that many of the trees marked for removal were very close to the existing buildings or in questionable health. I also noted several co-dominant white pines on the site; these pines may eventually cause safety or damage hazards tend to break in high winds. Several large limbs had fallen from the oak and maple trees throughout the site. Mature oak trees routinely drop limbs throughout the year and this can be a safety hazard and maintenance issue, and sugar maples can sometimes develop dead limbs for various reasons. Included in this memo are a few photographs depicting the types of conditions I observed at the site. I have also prepared two rendered plans that help to illustrate (1) the existing tree conditions, and (2) the proposed conditions after removal. Additionally, the leaf-on image below shows that the aesthetics of the site are not necessarily a significant concern due to the presence of perennial plantings around the buildings. You may be interested to know that Dorset Commons is not the only local housing development to be faced with the issue of mature tree maintenance and safety concerns. I was contacted in early 2018 by Cathedral Square to review the proposed removal of mature trees at their Whitcomb Woods development in Essex, Vermont. Their property was suffering from extensive and repetitive damage to their buildings due to deferred removal of large trees, which were located proximity to five similarly-sized residential buildings. For that site, Cathedral Square needed to remove more than 50 mature trees to avoid further safety and damage hazards that the trees presented to their buildings and residents. Please let me know if I can be of further assistance. Dorset Commons – Tree Removal Review Memo Page 2 of 4 T.J. Boyle Associates | 301 College Street • Burlington VT 05401 | www.tjboyle.com Typical image taken during leaf-on conditions showing perennial growth around building foundations. Example large tree proximity to existing building. Dorset Commons – Tree Removal Review Memo Page 3 of 4 T.J. Boyle Associates | 301 College Street • Burlington VT 05401 | www.tjboyle.com Two examples of large falling branches that typically occur under oak trees during windy weather. Dorset Commons – Tree Removal Review Memo Page 4 of 4 T.J. Boyle Associates | 301 College Street • Burlington VT 05401 | www.tjboyle.com Example of falling branch safety hazard near a patio and tree proximity to a utility pad. Example of woodpecker damage to maple tree. revisionsdaterevisions date301 college street burlington vermont 05401 802 658 3555landscape architects planning consultantshttp://www.tjboyle.comnorthscaledrawn bydatesheet no:Tree Survey - ExistingDorset Commons ApartmentsL-110jbo03-14-2019Champlain Housing Trust88 King StreetBurlington, Vermont1" = 50'T. J. Boyle and Associatesdesign bynachecked byjboExisting TreeLocations revisionsdaterevisions date301 college street burlington vermont 05401 802 658 3555landscape architects planning consultantshttp://www.tjboyle.comnorthscaledrawn bydatesheet no:Tree Survey - ProposedDorset Commons ApartmentsL-111jbo03-14-2019Champlain Housing Trust88 King StreetBurlington, Vermont1" = 50'T. J. Boyle and Associatesdesign bynachecked byjboProposed TreeLocationsDUMPSTER AREASTO BE ENCLOSED(IN BLUE) CITY OF SOUTH BURLINGTON CONFLICT OF INTEREST AND ETHICS POLICY FOR ELECTED AND APPOINTED OFFICIALS Article 1. Authority. Under the authority granted in 24 V.S.A. § 2291(20) and pursuant to 24 V.S.A. § 1984, the City of South Burlington hereby adopts the following policy concerning conflicts of interest and ethical conduct. Article 2. Purpose. The purpose of this policy is to ensure that the business of this municipality will be conducted in such a way that no public officer of the municipality will gain a personal or financial advantage from his or her work for the municipality and so that the public trust in its officers will be preserved. It is also the intent of this policy to ensure that all decisions made by public officers are based on the best interests of the municipality. Article 3. Application. This policy applies to all individuals elected or statutorily-appointed to perform executive, administrative, legislative, or quasi-judicial functions of the City of South Burlington. This includes City Council members and all appointed committee members or trustees. As of the date of adoption of this policy, the City’s public bodies are: City Council Housing Trust Fund Committee Affordable Housing Committee Library Board of Trustees Board of Abatement Natural Resources Committee Board of Civil Authority (BCA) Pension Advisory Committee (PAC) Economic Development Committee Planning Commission City Charter Committee Public Art Selection Committee Dog Park Committee Recreation & Parks Committee Development Review Board (DRB) Energy Committee Article 4. Definitions. For the purposes of this policy, the following definitions shall apply: A. Conflict of interest means any of the following: 1. A real or seeming incompatibility between a public officer’s private interests and his or her public or fiduciary interests to the municipality he or she serves. A conflict of interest arises when there is a direct or indirect personal or financial interest of a public officer or a person or group closely tied with the officer including his or her spouse, household member, child, stepchild, parent, grandparent, grandchild, sibling, aunt or uncle, brother- or sister-in-law, business associate, or employer or employee in the outcome of an official act or action, or any other matter pending before the officer or before the public body in which the public officer holds office. A conflict of interest may take any of the four following forms: a. A direct financial conflict of interest arises when a public officer acts on a matter that has a direct financial impact on that officer. b. An indirect financial conflict of interest arises when a public officer acts on a matter that has a financial impact on a person or group closely tied to the officer. 2 c. A direct personal conflict of interest arises when a public officer acts on a matter that has a direct impact on the officer in a non-financial way but is of significant importance to the officer. d. An indirect personal conflict of interest arises when a public officer acts on a matter in which the officer’s judgment may be affected because of a familial or personal relationship or membership in some organization and a desire to help that person or organization further its own interests. 2. A situation where a public officer has publicly displayed a prejudgment of the merits of a particular quasi-judicial proceeding. This shall not apply to a member’s particular political views or general opinion on a given issue. 3. A situation where a public officer has not disclosed ex parte communication(s) related to a quasi-judicial proceeding that is before the body to which that officer belongs. A "conflict of interest" does not arise in the case of an official act or action in which the public officer has a personal or financial interest in the outcome, such as in the establishment of a tax rate, that is no greater than that of other persons generally affected by the decision. B. Emergency means an imminent threat or peril to the public health, safety, or welfare. C. Ex Parte Communication means direct or indirect communication between a member of a public body and any party, party’s representative, party’s counsel or any person interested in the outcome of a quasi-judicial proceeding, that occurs outside the proceeding and concerns the substance or merits of the proceeding. D. Official act or action means any legislative, administrative or quasi-judicial act performed by any public officer while acting on behalf of the municipality. This term does not apply to ministerial acts or actions wherein no discretionary judgment is exercised. E. Public body means any board, council, commission, or committee of the municipality. F. Public interest means an interest of the municipality, conferred generally upon all residents of the municipality. G. Public officer means a person elected or statutorily-appointed to perform executive, administrative, legislative, or quasi-judicial functions for the municipality. Public officer does not mean municipal employees covered under the city’s personnel rules and regulations. H. Quasi-judicial proceeding means a case in which the legal rights of one or more persons who are granted party status are adjudicated, which is conducted in such a way that all parties have opportunities to present evidence and to cross-examine witnesses presented by other parties, and which results in a written decision, the result of which is appealable by a party to a higher authority. 3 Article 5. Prohibited Conduct. A. A public officer shall not participate in any official act or action if he or she has a conflict of interest, whether real or perceived, in the matter under consideration. B. A public officer shall not personally – or through any member of his or her household, business associate, employer or employee – represent, appear for, or negotiate in a private capacity on behalf of any person or organization that has an interest in an official act or action pending before the public body in which the public officer holds office. C. A public officer shall not accept gifts or other offerings for personal gain by virtue of his or her public office that are not available to the public in general. D. A public officer will not request or accept any reward, gift, or favor for taking an official act or action or advocating for or against an official act or action. E. A public officer shall not use resources unavailable to the general public – including but not limited to municipal staff time, equipment, supplies, or facilities – for private gain or personal purposes. F. A public officer who is a member of a public body shall not give the impression that he or she has the authority to make decisions or take actions on behalf of that body. Article 6. Disclosure. A public officer who, while serving on a public body, may have a conflict of interest, whether real or perceived, in a matter under consideration by that public body shall, prior to taking an official act or action or participating in any official act or action on the matter, publicly disclose at a public meeting or public hearing that he or she has an actual or perceived conflict of interest in the matter under consideration and disclose the nature of the actual or perceived conflict of interest. Alternatively, a public officer may request that another public officer recuse him or herself from a matter due to a conflict of interest, whether real or perceived.1 Article 7. Consideration of Recusal. Once there has been a disclosure of an actual or perceived conflict of interest, other public officers shall be afforded an opportunity to ask questions or make comments about the situation. If a previously unknown conflict is discovered during a meeting or hearing conducted by a public body of the municipality, the public body shall take evidence pertaining to the conflict and, if appropriate, adjourn to an executive session to address the conflict. Article 8. Recusal. A. Recusal of Appointed and Elected Officers. After taking the actions listed in Articles 6 and 7, a public officer, whether appointed or elected, shall declare whether he or she will recuse him or herself and explain the basis for that decision. If the public officer has an actual or 1 Such request shall not be considered an order for the officer to recuse him or herself. 4 perceived conflict of interest but believes that he or she is able to act fairly, objectively, and in the public interest, in spite of the conflict, he or she shall state why he or she believes that he or she is able to act in the matter fairly, objectively, and in the public interest.2 Otherwise, the public officer shall recuse him or herself from the matter under consideration. A public officer that recuses him or herself may, but not must, explain the basis for that decision. B. Recusal of Appointed Officers. The failure of an appointed public officer to recuse himself or herself in spite of a conflict of interest, whether real or perceived, may be grounds for discipline or removal from office.3 Article 9. Recording. The minutes of the meeting or the written decision / minutes from the meeting / hearing shall document the actions taken in Articles 6 through 8. Article 10. Post-Recusal Procedure. A. A public officer who has recused himself or herself from participating in an official act or action by a public body shall not sit with the public body, deliberate with the public body, or participate in the discussions about that official act or action in any manner in his or her capacity as a public officer, though such member may still participate as a member of the public or private party, if applicable. B. The public body may adjourn the proceedings to a time, date, and place certain if, after a recusal, it may not be possible to take action through the concurrence of a majority of the total membership of the public body. The public body may then resume the proceeding with sufficient members present. Article 11. Enforcement. A. Enforcement Against Elected Officers; Consequences for Failure to Follow the Conflict of Interest Procedures. In cases in which an elected public officer has engaged in any of the prohibited conduct listed in Article 5, or has not followed the conflict of interest procedures in Articles 6 through 10, the City of South Burlington City Council may, in its discretion, take any of the following disciplinary actions against such elected officer as it deems appropriate: 2 Each member of an elected public body is independently elected and answers only to the voters. Therefore, unless there is a local ordinance or charter provision that states otherwise, the remaining members of the body may not force recusal. They may only express their opinion about the subject and/or privately or publicly admonish a fellow member who fails to handle conflicts appropriately. 3 Certain appointed public officers such as members of the Development Review Board may only be removed for cause and after being afforded with procedural due process protections including notice and a reasonable opportunity to be heard. Page 1 SOUTH BURLINGTON DEVELOPMENT REVIEW BOARD Rules of Procedure and Conflict of Interest Policy Section I: Authority. The Development Review Board of the City of South Burlington hereby adopts the following rules of procedure (hereinafter referred to as these Rules) in accordance with 24 V.S.A. § 4461(a) and 1 V.S.A. §§ 312(e), (f), and (h). Section II: Policy. These Rules are adopted to ensure consistent and fair treatment of applicants and interested persons, and participants, orderly and efficient public proceedings, and compliance with state and federal law. These Rules shall also ensure that no board member will gain a personal or financial advantage from his or her work for the board, and so that the public trust in municipal government will be preserved. Section III: Definitions. A. Words, terms and phrases specifically defined in the City of South Burlington Conflict of Interest and Ethics Policy for Elected and Appointed Officials, as revised from time to time, shall have the same meaning in these Rules unless another meaning is clearly indicated. A.B. "Board" means the Development Review Board. B.C. "Board member" means a regular or alternate member of the Development Review Board. C. "Conflict of interest" means anyone of the following: 1. A direct or indirect personal interest of a board member, his or her spouse, household member, child, stepchild, parent, grandparent, grandchild, sibling, aunt or uncle, brother or sister in law, business associate, employer or en1ployee, in the outcome of a cause, proceeding, application or any other matter pending before the Development Review Board. 2. A direct or indirect financial interest of a board member, his or her spouse, household member, child, stepchild, parent, grandparent, grandchild, sibling, aunt or uncle, brother or sister in law, business associate, employer or employee, in the outcome of a cause, proceeding, application or any other matter pending before the Development Review Board. 3. A situation where a board member has publicly displayed a prejudgment of the merits of Page 2 a particular proceeding before the board. This shall not apply to a member's particular political views or general opinion on a given issue. 4. A situation where a board member has not disclosed ex parte communications with a party in a proceeding before the board, pursuant to Section XII of these Rules. D. “Deliberative session" means a private session of the board to weigh, examine, and discuss the reasons for and against an act or decision, from which the public is excluded. There shall be no taking of evidence or submission of testimony, nor need a deliberative session be publicly noticed. By motion and majority vote, the board may enter deliberative session during a hearing to consider a matter before it. E. "Executive session" means a session of a public body from which the public is excluded, pursuant to 1 V.S.A. § 313. Such private session may only be held for one of the reasons permitted by the statute, and no binding action may be taken in executive session. F. "Ex parte communication" means direct or indirect communication between a member of an appropriate municipal panel and any party, party's representative, party's counselor any person interested in the outcome of any proceeding before the panel, that occurs outside of a public proceeding, and concerns the substance or merits of the proceeding. G. “Official act or action" means any legislative, administrative or quasi-judicial act performed by any board member. H.F. "Public deliberations" means the weighing, examining, and discussing, in a public proceeding, the reasons for and against an act or decision, but expressly excludes the taking of evidence and the arguments of parties. I. "Recuse" means to remove oneself from a particular board proceeding because of a real or perceived conflict of interest. Section IV: Regular Officers. The Development Review Board shall consist of seven (7) regular members. As soon as is practical following the annual City Council appointments, or at other times throughout the year as needed, the Development Review Board shall hold an organizational meeting and elect by majority vote, a Chair, Vice Chair and Clerk. A. The Chair shall preside at all meetings, hearings, and deliberations, decide all points of order or procedure, and appoint members to any committee of the board. The Chair may administer oaths and may request the attendance of witnesses and the production of material germane to any issue under consideration. B. The Vice Chair shall assume the duties of the Chair whenever the Chair is absent, or at the Chair's request. The Clerk shall assume such duties whenever the Chair and the Vice Chair are absent, or at their request. Formatted: No bullets or numbering Page 3 C. It shall be the duty of all members to review the minutes and other official records of Development Review Board meetings and actions, and correct and ratify these when appropriate and necessary. D. The Clerk shall take minutes of all meetings, unless delegated to staff. Section V: Regular and Special Meetings. Regular meetings to conduct business of the Development Review Board shall be held in the City Hall at 7:00 p.m. on the first and third Tuesdays of the month, or as warranted. The Chair may cancel meetings at any time. A. Special meetings may be called by the Chair, provided at least 24 hours notice is given to each board member and the time and place of each special meeting is publicly announced at least 24 hours before the meeting. B. A quorum shall consist of a majority of the entire board. C. Members may participate by telephone as long as the absent member can hear everything that is occurring at the meeting and everyone present at the meeting can hear the board member. D. All meetings shall be open to the public unless the board, by majority vote, has entered a deliberative or executive session. The board may only hold an executive session pursuant to the reasons permitted by 1 V.S.A. § 313, and only after a majority vote to enter executive session. E. There shall be an agenda for each meeting, with time allotted for each item or group of items to be considered. The Chair shall determine the content of the agenda. F. All business shall be conducted in the same order as it appears on the agenda, except that by consent of a majority of the board, the Chair may alter the order of items to be considered and/or the time allotted. G. The Chair shall rule on all questions of order or procedure and shall enforce these rules pursuant to 1 V.S.A. § 312(h). H. Notice for hearings on the adoption, amendment, or repeal of the bylaw and other regulatory tools shall be pursuant to 24 V.S.A. § 4444, as amended. Section VISection VI: Role of Advisory Committees. From time to time, the Board may establish and amend, by appropriate resolution, a policy for committee review of land development applications. Section VII: Public Hearings and Order of Business. Public hearings shall be conducted as quasi-judicial proceedings pursuant to 1 V.S.A. § Page 4 310(5)(B). Hearings shall be publicly noticed in accordance with 24 V.S.A. §§ 4464(a)(l), (2), as amended. The Chair shall conduct the hearing in the following manner: A. Open the hearing by reading the warning of the hearing. B. Review the order of events, remind all present that the proceeding will be conducted in an orderly manner, and make copies of these Rules available. C. Request disclosure of conflicts of interest and, including any ex parte communications. D. Review the definition of interested persons in 24 V.S.A. § 4465(b). E. Explain that, pursuant to 24 V.S.A. § 4471(a), only an interested person who has participated in this proceeding may take an appeal of any decision issued in this proceeding. F. Ask all who believe they meet the definition of interested person to identify themselves and to provide contact information. The board shall only make determinations as to party status in proceedings for appeals of administrative officer decisions. As these Rules do not differentiate between persons with interested person status and those without, anyone seeking to participate in a proceeding may do so, subject to these Rules and those established by the Chair. Members of the public who are not interested persons may offer comment on an application, after recognition by the Chair. The Chair shall limit such public comment to three (3) minutes per speaker, unless by consent of a majority of the board, the board sets a different time limit. The board shall apply consistent time limits to all recognized to speak. G. Direct the applicant or his/her representative and all interested persons to step forward and take the following oath: I hereby swear that the evidence I give in the cause under consideration shall be the whole truth and nothing but the truth so help me God (or, under the pains and penalties of perjury). H. Accept written information presented to the board. I. Invite the applicant or applicant's representative to present such application or proposal. J. Invite board members to ask questions of the applicant or applicant's representative. K. Invite interested persons and members of the public to present their information regarding the application or proposal. L. Invite the applicant or applicant's representative to respond to information presented. M. Invite more questions or comments from members of the board. N. Invite more questions from interested persons and members of the public. O. Allow final comments or questions from the applicant or his/her representative or members of the board. Page 5 P. Upon motion and majority approval, the Chair shall either adjourn the hearing to a time certain, or close the proceedings by stating that this is the final public hearing on the matter. Section VIII: Site Visits. Site visits shall be open to the public; however, no testimony shall be taken and no ex parte communication shall occur. Site visits shall be held pursuant to the following conditions: A. If, prior to a hearing, the Chair determines that a site visit will be necessary, the site visit shall be scheduled immediately prior to a public hearing. Such site visits shall be publicly noticed in accordance with 24 V.S.A. §§ 4464(a)(l), (2). B. If necessary, the board may recess a hearing to conduct a site visit at a property which is the subject of an application before the board. C. If necessary, the board may adjourn a hearing to a time certain to conduct a site visit at a property which is the subject of an application before the board. D. The minutes of the proceeding shall reflect that a site visit was held, who was present, and the nature and duration of the site visit. Section VIIIX: Service List. The staff shall create a list of all individuals who participated. The list shall include those who participated orally and those who participated in writing. All decisions of the board shall be mailed to those on the list. The list shall include: A. The names of those who participated in the proceedings. B. The nature and content of participation by those who participated. C. The mailing address of each of these persons. Section IX: Decisions. Members of the board who have not heard all testimony and reviewed all evidence submitted for a particular application or proposal shall not participate in that proceeding. Absent board members may participate if they have reviewed the audiotape of the proceedings, and any evidence submitted. The following rules shall apply to voting on decisions: A. A. Motions shall be made in the affirmative. B. The Chair has the same voting rights as all members and can make motions. C. A motion and a second shall be required for a motion to have the floor. D. All members present are expected to vote unless they have recused themselves. Page 6 E. Abstentions are strongly discouraged and shall not count towards either the majority or the minority. F. For a motion to pass, it must receive the concurrence of a majority of the entire board, regardless of how many are present. 1 V.S.A. § 172; 24 V.S.A. § 4461(a). G. The board shall issue a decision within 45 days of the final public hearing. Section X: Conflicts of Interest. Participation, disclosure of conf1icts, and recusal shall be governed by the following procedures: A. Participation. A board member shall not participate in any hearing or official action in a matter in which he or she has a conflict of interest. A board member shall not, personally or through any member of his or her household, business associate, employer or employee, represent, appear for, or negotiate in a private capacity on behalf of any person or organization in any proceeding pending before the Development Review Board. B. Disclosure. At all hearings, the Chair shall request that board members disclose all potential conflicts of interest. When recognized by the Chair, any person may request disclosure of potential conflicts of interest. Nonetheless, after disclosing a conflict or perceived conflict, a member who believes that he or she is able to act fairly, objectively, and in the public interest, shall disclose the nature of the potential conflict of interest, and the reason(s) why he or she is able to act in the matter fairly, objectively, and in the public interest. This shall be noted in the minutes of the proceeding. C. Recusal. A board member shall recuse him or herself from any matter in which he or she has a conflict of interest, pursuant to the following: 1. The applicant or any person may request that a member recuse him or herself due to a conflict of interest. Such request shall not constitute a requirement that the member recuse him or herself. 2. A board member who has recused him or herself from a proceeding shall not sit with the board, deliberate with the board, or participate in that proceeding as a board member in any capacity. 3. If a previously unknown conflict is discovered, the board may take evidence pertaining to the conflict, and if appropriate, adjourn to a short deliberative session to address the conflict. 4. The board may adjourn the proceedings to a time certain if, after a recusal, it may not be possible to take action through the concurrence of a majority of the board. The board may Page 7 then resume the proceeding with sufficient members present. Section XI: Ex Parte Communications. Ex parte communication is prohibited. Any board member who inadvertently conducts ex parte communication must disclose such communication as required below. A. Disclosure. At each hearing, the Chair shall request that members disclose any ex parte communications. Board members who have received written ex parte communications shall place in the record copies of all written communications received as well as all written responses to those communications. Members shall prepare a memorandum stating the substance of all oral communications received, all responses made and the identity of each person making the ex parte communication, which shall become a part of the record of the proceedings. Section XII: Removal. Upon majority vote, the board may request that the legislative body remove a board member from the Development Review Board. Board members may be removed for cause by the legislative body upon written charges and after public hearing. 24 V.S.A. § 4460(c). Section XIII: Amendments. These rules may be amended at any regular or special meeting by a majority vote, provided that each Development Review Board member has been presented a written copy of the proposed amendment at least 24 hours before the meeting at which the vote is taken. Adopted by the Development Review Board on the _____ day of March 2019. _____________________________________________ William Miller, Chair, Development Review Board First adopted August 7, 2012; amended March 5, 2019. Page 1 SOUTH BURLINGTON DEVELOPMENT REVIEW BOARD Rules of Procedure Section I: Authority. The Development Review Board of the City of South Burlington hereby adopts the following rules of procedure (hereinafter referred to as these Rules) in accordance with 24 V.S.A. § 4461(a) and 1 V.S.A. §§ 312(e), (f), and (h). Section II: Policy. These Rules are adopted to ensure consistent and fair treatment of applicants and interested persons, and participants, orderly and efficient public proceedings, and compliance with state and federal law. These Rules shall also ensure that no board member will gain a personal or financial advantage from his or her work for the board, and so that the public trust in municipal government will be preserved. Section III: Definitions. A. Words, terms and phrases specifically defined in the City of South Burlington Conflict of Interest and Ethics Policy for Elected and Appointed Officials, as revised from time to time, shall have the same meaning in these Rules unless another meaning is clearly indicated. B. "Board" means the Development Review Board. C. "Board member" means a regular or alternate member of the Development Review Board. D. “Deliberative session" means a private session of the board to weigh, examine, and discuss the reasons for and against an act or decision, from which the public is excluded. There shall be no taking of evidence or submission of testimony, nor need a deliberative session be publicly noticed. By motion and majority vote, the board may enter deliberative session during a hearing to consider a matter before it. E. "Executive session" means a session of a public body from which the public is excluded, pursuant to 1 V.S.A. § 313. Such private session may only be held for one of the reasons permitted by the statute, and no binding action may be taken in executive session. F. "Public deliberations" means the weighing, examining, and discussing, in a public proceeding, the reasons for and against an act or decision, but expressly excludes the taking of evidence and the arguments of parties. Page 2 Section IV: Regular Officers. The Development Review Board shall consist of seven (7) regular members. As soon as is practical following the annual City Council appointments, or at other times throughout the year as needed, the Development Review Board shall hold an organizational meeting and elect by majority vote, a Chair, Vice Chair and Clerk. A. The Chair shall preside at all meetings, hearings, and deliberations, decide all points of order or procedure, and appoint members to any committee of the board. The Chair may administer oaths and may request the attendance of witnesses and the production of material germane to any issue under consideration. B. The Vice Chair shall assume the duties of the Chair whenever the Chair is absent, or at the Chair's request. The Clerk shall assume such duties whenever the Chair and the Vice Chair are absent, or at their request. C. It shall be the duty of all members to review the minutes and other official records of Development Review Board meetings and actions, and correct and ratify these when appropriate and necessary. D. The Clerk shall take minutes of all meetings, unless delegated to staff. Section V: Regular and Special Meetings. Regular meetings to conduct business of the Development Review Board shall be held in the City Hall at 7:00 p.m. on the first and third Tuesdays of the month, or as warranted. The Chair may cancel meetings at any time. A. Special meetings may be called by the Chair, provided at least 24 hours notice is given to each board member and the time and place of each special meeting is publicly announced at least 24 hours before the meeting. B. A quorum shall consist of a majority of the entire board. C. Members may participate by telephone as long as the absent member can hear everything that is occurring at the meeting and everyone present at the meeting can hear the board member. D. All meetings shall be open to the public unless the board, by majority vote, has entered a deliberative or executive session. The board may only hold an executive session pursuant to the reasons permitted by 1 V.S.A. § 313, and only after a majority vote to enter executive session. E. There shall be an agenda for each meeting, with time allotted for each item or group of items to be considered. The Chair shall determine the content of the agenda. F. All business shall be conducted in the same order as it appears on the agenda, except that by consent of a majority of the board, the Chair may alter the order of items to be considered and/or the time allotted. Page 3 G. The Chair shall rule on all questions of order or procedure and shall enforce these rules pursuant to 1 V.S.A. § 312(h). H. Notice for hearings on the adoption, amendment, or repeal of the bylaw and other regulatory tools shall be pursuant to 24 V.S.A. § 4444, as amended. Section VI: Role of Advisory Committees. From time to time, the Board may establish and amend, by appropriate resolution, a policy for committee review of land development applications. Section VII: Public Hearings and Order of Business. Public hearings shall be conducted as quasi-judicial proceedings pursuant to 1 V.S.A. § 310(5)(B). Hearings shall be publicly noticed in accordance with 24 V.S.A. §§ 4464(a)(l), (2), as amended. The Chair shall conduct the hearing in the following manner: A. Open the hearing by reading the warning of the hearing. B. Review the order of events, remind all present that the proceeding will be conducted in an orderly manner, and make copies of these Rules available. C. Request disclosure of conflicts of interest, including any ex parte communications. D. Review the definition of interested persons in 24 V.S.A. § 4465(b). E. Explain that, pursuant to 24 V.S.A. § 4471(a), only an interested person who has participated in this proceeding may take an appeal of any decision issued in this proceeding. F. Ask all who believe they meet the definition of interested person to identify themselves and to provide contact information. The board shall only make determinations as to party status in proceedings for appeals of administrative officer decisions. As these Rules do not differentiate between persons with interested person status and those without, anyone seeking to participate in a proceeding may do so, subject to these Rules and those established by the Chair. Members of the public who are not interested persons may offer comment on an application, after recognition by the Chair. The Chair shall limit such public comment to three (3) minutes per speaker, unless by consent of a majority of the board, the board sets a different time limit. The board shall apply consistent time limits to all recognized to speak. G. Direct the applicant or his/her representative and all interested persons to step forward and take the following oath: I hereby swear that the evidence I give in the cause under consideration shall be the whole truth and nothing but the truth so help me God (or, under the pains and penalties of perjury). H. Accept written information presented to the board. Page 4 I. Invite the applicant or applicant's representative to present such application or proposal. J. Invite board members to ask questions of the applicant or applicant's representative. K. Invite interested persons and members of the public to present their information regarding the application or proposal. L. Invite the applicant or applicant's representative to respond to information presented. M. Invite more questions or comments from members of the board. N. Invite more questions from interested persons and members of the public. O. Allow final comments or questions from the applicant or his/her representative or members of the board. P. Upon motion and majority approval, the Chair shall either adjourn the hearing to a time certain, or close the proceedings by stating that this is the final public hearing on the matter. Section VIII: Site Visits. Site visits shall be open to the public; however, no testimony shall be taken and no ex parte communication shall occur. Site visits shall be held pursuant to the following conditions: A. If, prior to a hearing, the Chair determines that a site visit will be necessary, the site visit shall be scheduled immediately prior to a public hearing. Such site visits shall be publicly noticed in accordance with 24 V.S.A. §§ 4464(a)(l), (2). B. If necessary, the board may recess a hearing to conduct a site visit at a property which is the subject of an application before the board. C. If necessary, the board may adjourn a hearing to a time certain to conduct a site visit at a property which is the subject of an application before the board. D. The minutes of the proceeding shall reflect that a site visit was held, who was present, and the nature and duration of the site visit. Section IX: Service List. The staff shall create a list of all individuals who participated. The list shall include those who participated orally and those who participated in writing. All decisions of the board shall be mailed to those on the list. The list shall include: A. The names of those who participated in the proceedings. B. The nature and content of participation by those who participated. C. The mailing address of each of these persons. Page 5 Section X: Decisions. Members of the board who have not heard all testimony and reviewed all evidence submitted for a particular application or proposal shall not participate in that proceeding. Absent board members may participate if they have reviewed the audiotape of the proceedings, and any evidence submitted. The following rules shall apply to voting on decisions: A. A. Motions shall be made in the affirmative. B. The Chair has the same voting rights as all members and can make motions. C. A motion and a second shall be required for a motion to have the floor. D. All members present are expected to vote unless they have recused themselves. E. Abstentions are strongly discouraged and shall not count towards either the majority or the minority. F. For a motion to pass, it must receive the concurrence of a majority of the entire board, regardless of how many are present. 1 V.S.A. § 172; 24 V.S.A. § 4461(a). G. The board shall issue a decision within 45 days of the final public hearing. Section XI: Removal. Upon majority vote, the board may request that the legislative body remove a board member from the Development Review Board. Board members may be removed for cause by the legislative body upon written charges and after public hearing. 24 V.S.A. § 4460(c). Section XII: Amendments. These rules may be amended at any regular or special meeting by a majority vote, provided that each Development Review Board member has been presented a written copy of the proposed amendment at least 24 hours before the meeting at which the vote is taken. Adopted by the Development Review Board on the _____ day of March 2019. _____________________________________________ William Miller, Chair, Development Review Board First adopted August 7, 2012; amended March 5, 2019. Page 1 SOUTH BURLINGTON DEVELOPMENT REVIEW BOARD Rules of Procedure Section I: Authority. The Development Review Board of the City of South Burlington hereby adopts the following rules of procedure (hereinafter referred to as these Rules) in accordance with 24 V.S.A. §§§ 4461(a), 4464 and 4468 and 1 V.S.A. §§§ 312(e), (f), and (h).. Section II: Policy. These Rules are adopted to ensure consistent and fair treatment of applicants and, interested persons, and other participants, orderly and efficient development review and public proceedings, and compliance with state and federal law. These Rules shall also ensure that no board member will gain a personal or financial advantage from his or her work for the board, and so that the public trust in municipal government will be preserved. Section III: Definitions. A. Words, terms and phrases specifically defined in the City of South Burlington Conflict of Interest and Ethics Policy for Elected and Appointed Officials, as revised from time to time, shall have the same meaning in these Rules unless another meaning is clearly indicated. B. "Board" means the Development Review Board. C. "Board member" means a regular or alternate member of the Development Review Board. D. “Deliberative session" means a private session of the boardBoard to weigh, examine, and discuss the reasons for and against an act or decision, from which the public is excluded. There A deliberative session does not require prior public notice or the taking of minutes and shall be nonot include the taking of evidence or submission of testimony, nor need a deliberative session be publicly noticed. By motion and majority vote, the boardthe arguments of parties. The Board may enter deliberative session during a hearing to consider a matter before it. E. "Executive session" means a session of a public body from which the public is excluded, pursuant to 1 V.S.A. § 313. Such privateThe Board may hold an executive session may only be held for oneafter motion and affirmative vote of a majority during the reasonscourse of an open meeting and only to consider the matters permitted by the statute, and noState law. The Board may not take binding action may be taken in executive session. F. "Public deliberations" means the weighing, examining, and discussing, in a public proceeding, the reasons for and against an act or decision, but expressly excludes the taking of evidence and the arguments of parties. Page 2 Section IV: Regular Officers. The Development Review Board shall consist of seven (7) regular members. As soon as is practical following the annual City Council appointments, or as needed at other times throughout the year as needed, the Development Review Board shall hold an organizational meeting and elect, by affirmative vote of a majority vote,, elect a Chair, Vice Chair and Clerk. A. The Chair shall preside at all meetings, hearings, and deliberations, decide all points of order or procedure, and appoint Board members to any committee of the boardBoard. The Chair may administer oaths and may request the attendance of witnesses and the production of material germane to any issue under consideration. B. The Vice Chair shall assume the duties of the Chair whenever the Chair is absent, or at the Chair's request. The Clerk shall assume such duties whenever the Chair and the Vice Chair are absent, or at their request. C. It shall be the duty of all Board members to review the minutes and other official records of Development Review Board meetings and actions, and correct and ratify these when appropriate and necessary. D. The Clerk shall take minutes of all meetings, unless delegated to staff. Section V: Regular and Special Meetings. RegularThe schedule for regular meetings to conduct the business of the Board shall be held at a time and place to be determined by the Development Review Board shall be held in the City Hall at 7:00 p.m. on the first and third Tuesdays of the monthat their annual reorganizational meeting, or as warranted. The regular meeting schedule shall be posted and available to the public. The Chair may cancel meetings at any time. A. Special meetings may be called by the Chair, provided at least 24 hours -notice is given to each boardBoard member and the time and place of each special meeting is publicly announced at least 24 hours before the meeting. B. A quorum shall consist of a majority of the entire boardBoard. C. Members Board members may attend and participate by telephone as long as the absent member can hear everything that is occurring at the in a meeting and everyoneby electronic or other available means without being physically present at the meeting can hearlocation as long as such Board members can hear the conduct of the meeting and be heard by persons attending the boardmeeting. 1. Each Board member who attends a meeting by electronic or other means shall identify him or herself when the meeting is convened. Page 3 2. If a member. is participating by electronic or other means, any vote of the Board that is not unanimous shall be taken by roll call. D. All meetings shall be open to the public unless the board, by majority vote,Board has entered aeither deliberative or executive session. The board may only hold an executive session pursuant to the reasons permitted by 1 V.S.A. § 313, and only after a majority vote to enter executive session. E. There shall be an agenda for each meeting, with time allotted forenumerating each item or group of items to be considered. The Chair shall determine the content of the agenda. F. All business shall be conducted in the same order as it appears on the agenda, except that by consent of a majority of the boardBoard, the Chair may alter the order of items to be considered and/or the time allotted to the agenda items to be considered. G. The Chair shall rule on all questions of order or procedure and shall enforce these rulesRules pursuant to 1 V.S.A. § 312(h). H. Notice for hearings on the adoption, amendment, or repeal of the bylaw and other regulatory tools shall be pursuant to 24 V.S.A. § 4444, as amended. Section VI: Role of Advisory Committees. From time to time, the Board may establishadopt guidelines or procedures describing the process and amend, by appropriate resolution, a policystructure for committee reviewadvisory committees in support of land development applications.the Development Review Board’s work. Section VII: Public Hearings and Order of Business. Public hearings shall be conducted as quasi-judicial proceedings pursuant to 1 V.S.A. § 310(5)(B). Hearings. Notice of public hearings shall be publicly noticedgiven in accordance with 24 V.S.A. §§§ 4464(a)(l), (2), as amended. The Chair shall conduct the hearing in the following manner: A. Open the hearing by reading the warning of the hearing. B. Review the order of events, remind all present that the proceeding will be conducted in an orderly manner, and make copies of these Rules available. C. Request disclosure of conflicts of interest, including any ex parte communications. D. Review the definition of interested persons in 24 V.S.A. § 4465(b). The Chair may direct attendees to a written description of interested persons, which will be available in the meeting room. E. Explain that, pursuant to 24 V.S.A. § 4471(a), only an interested person who has participated Page 4 in this proceeding may take an appeal of any decision issued inon this proceedingmatter. F. Ask all who believe they meet the definition of interested person to identify themselves and to provide contact information. The boardBoard shall only make determinations as to party status only in proceedings for appeals of administrative officer decisions. As these Rules do not differentiate between persons with interested person status and those without, anyone seeking to participate in a proceeding may do so, subject to these Rules and those established by the Chair. Members of the public who are not interested persons may offer comment on an application, after recognition by the Chair. The Chair shallmay, at the beginning of a hearing, limit such public comment to three (3) minutes a specific amount of time per speaker, unless by consent of a majority of the board, the board sets a different time limit. The boardBoard shall apply consistent time limits to alleach recognized to speakspeaker. G. Direct the applicant or his/her representative and all interested persons to step forward and take the following oath: I hereby swear that the evidence I give in the cause under consideration shall be the whole truth and nothing but the truth so help me God (or, under the pains and penalties of perjury). H. Accept written information presented to the board. IH. Invite the applicant or applicant's representative to present such application or proposal. In appeals of administrative officer decisions, invite the administrative officer to explain the decision, the basis therefor, and any other relevant information. JI. Invite boardBoard members to ask questions of the applicant or applicant's representative., or, in an appeal, the administrative officer. J. Accept written information presented to the Board. K. Invite interested persons and members of the public to present their information or arguments regarding the application or proposal. L. Invite the applicant or applicant's representative or, in an appeal, the administrative officer, to respond to information presented by others. M. Invite more questions or comments from Board members of the board. N. Invite more questions from interested persons and members of the public. O. Allow final comments or questions from the applicant or his/herapplicant’s representative or, in an appeal, the administrative officer, and/or from Board members of the board.. P. Upon motion and affirmative vote of a majority approval, the Chair shall either adjourn the hearing to a date and time certain, or closeend the proceedingsproceeding by stating that this is the final public hearing on the matter. is closed. The Board may also take the action to adjourn the hearing to a date and time certain at any time during the process outlines above, and may break for a deliberative session at any time. Page 5 Section VIII: Site Visits. Site visits shall be open to the public; however, no testimony, but shall be taken and nonot include the taking of evidence, the arguments of parties or any other ex parte communication shall occurcommunications. Site visits shall be held pursuant to the following conditions: A. If, prior to a hearing, the Chair determines that a site visit will be necessary, the site visit shall be scheduled immediately prior to ameet public hearing. Such site visits shall be publicly noticed in accordance withnotice requirements of 24 V.S.A. §§§ 4464(a)(l), (2). B. If necessary, the boardBoard may recess a hearing to conduct a site visit at a property which is the subject of an application before the boardBoard. C. If necessary, the boardBoard may adjourn a hearing to a date and time certain to conduct a site visit at a property which is the subject of an application before the boardBoard. D. The minutes of the proceeding shall reflect that the Board held a site visit was held, who was presentattended the site visit, and the nature and duration of the site visit. Section IX: Service List. The staffStaff shall create a list of all individuals who participated. in a hearing. The list shall include all those who participated orallyoffered, through oral or written testimony, evidence, comment and those who participated in writing./or a statement of concern related to the matter that is the subject of the hearing. All decisions of the boardBoard shall be mailed to those on the list. The list shall include: A. The names of those who participated in the proceedings. B. The nature and content of each such person’s participation by those who participated. C. The mailing address of each of these persons. Section X: Decisions. Members of the board Board members who have not heard all testimony and reviewed all evidence submitted for a particular application or proposalmatter shall not participate in that proceeding. or the decision on that matter. Absent boardBoard members may participate if they have reviewed the audiotapeminutes of the proceedingsmeetings over which the hearing extended, and any evidence submitted. The following rules shall apply to voting on decisions: A. A. The Board need not adopt a written decision at or during an open meeting. Decisions will be made available for public inspection and copying. A.B. Motions shall be made in the affirmative. Page 6 B. C. The Chair has the same voting rights as all Board members and canmay make motions. C. D. A motion and a second shall be required for a motion to have the floor. D. All members E. Each Board member who may participate in a decision and is present arefor the vote is expected to vote unless they haves/he has recused themselvesher or himself. E. F. Abstentions are strongly discouraged and shall not count towards either the affirmative vote of a majority or the negative vote of the minority. F. G. For a motion to pass, it must receive the concurrence of a majority of the entire boardBoard, regardless of how many Board members are present. See 1 V.S.A. § 172; 24 V.S.A. § 4461(a). G. H. The boardBoard shall issue a decision within 45 days of the finalclose of the public hearing on a matter. Section XI: Removal. Upon affirmative vote of a majority vote, the boardBoard may request that the legislative body remove a boardBoard member from the Development Review Board. Board members may be removed for cause by the legislative body upon written charges and after public hearing. 24 V.S.A. § 4460(c). Section XII: Amendments. These rulesRules may be amended at any regular or special meeting by an affirmative vote of a majority vote, provided that each Development Review Board member has been presented with a written copy of the proposed amendment(s) at least 24 hours before the meeting at which the vote is taken. Adopted by the Development Review Board on the _____ day of March________________, 2019. _____________________________________________ William Miller, Chair, Development Review Board First adopted August 7, 2012; amended March 529, 2019. Page 1 SOUTH BURLINGTON DEVELOPMENT REVIEW BOARD Rules of Procedure Section I: Authority. The Development Review Board of the City of South Burlington hereby adopts the following rules of procedure (hereinafter referred to as these Rules) in accordance with 24 V.S.A. §§ 4461, 4464 and 4468 and 1 V.S.A. § 312. Section II: Policy. These Rules are adopted to ensure consistent and fair treatment of applicants, interested persons, and other participants, orderly and efficient development review and public proceedings, and compliance with state and federal law. These Rules shall also ensure that no board member will gain a personal or financial advantage from his or her work for the board, and so that the public trust in municipal government will be preserved. Section III: Definitions. A. Words, terms and phrases specifically defined in the City of South Burlington Conflict of Interest and Ethics Policy for Elected and Appointed Officials, as revised from time to time, shall have the same meaning in these Rules unless another meaning is clearly indicated. B. "Board" means the Development Review Board. C. "Board member" means a regular or alternate member of the Development Review Board. D. “Deliberative session" means a private session of the Board to weigh, examine, and discuss the reasons for and against an act or decision, from which the public is excluded. A deliberative session does not require prior public notice or the taking of minutes and shall not include the taking of evidence or the arguments of parties. The Board may enter deliberative session during a hearing to consider a matter before it. E. "Executive session" means a session of a public body from which the public is excluded, pursuant to 1 V.S.A. § 313. The Board may hold an executive session only after motion and affirmative vote of a majority during the course of an open meeting and only to consider the matters permitted by State law. The Board may not take binding action in executive session. F. "Public deliberations" means the weighing, examining, and discussing, in a public proceeding, the reasons for and against an act or decision, but expressly excludes the taking of evidence and the arguments of parties. Section IV: Regular Officers. Page 2 The Development Review Board shall consist of seven (7) regular members. As soon as is practical following the annual City Council appointments, or as needed at other times throughout the year, the Board shall hold an organizational meeting and, by affirmative vote of a majority, elect a Chair, Vice Chair and Clerk. A. The Chair shall preside at all meetings, hearings, and deliberations, decide all points of order or procedure, and appoint Board members to any committee of the Board. The Chair may administer oaths and may request the attendance of witnesses and the production of material germane to any issue under consideration. B. The Vice Chair shall assume the duties of the Chair whenever the Chair is absent, or at the Chair's request. The Clerk shall assume such duties whenever the Chair and the Vice Chair are absent, or at their request. C. It shall be the duty of all Board members to review the minutes and other official records of Board meetings and actions, and correct and ratify these when appropriate and necessary. D. The Clerk shall take minutes of all meetings, unless delegated to staff. Section V: Regular and Special Meetings. The schedule for regular meetings to conduct the business of the Board shall be held at a time and place to be determined by the Development Review Board at their annual reorganizational meeting, or as warranted. The regular meeting schedule shall be posted and available to the public. The Chair may cancel meetings at any time. A. Special meetings may be called by the Chair, provided at least 24 hours-notice is given to each Board member and the time and place of each special meeting is publicly announced at least 24 hours before the meeting. B. A quorum shall consist of a majority of the entire Board. C. Board members may attend and participate in a meeting by electronic or other available means without being physically present at the meeting location as long as such Board members can hear the conduct of the meeting and be heard by persons attending the meeting. 1. Each Board member who attends a meeting by electronic or other means shall identify him or herself when the meeting is convened. 2. If a member is participating by electronic or other means, any vote of the Board that is not unanimous shall be taken by roll call. D. All meetings shall be open to the public unless the Board has entered either deliberative or executive session. E. There shall be an agenda for each meeting, enumerating each item or group of items to be considered. The Chair shall determine the content of the agenda. Page 3 F. All business shall be conducted in the same order as it appears on the agenda, except that by consent of a majority of the Board, the Chair may alter the order of and/or the time allotted to the agenda items to be considered. G. The Chair shall rule on all questions of order or procedure and shall enforce these Rules pursuant to 1 V.S.A. § 312(h). Section VI: Role of Advisory Committees. From time to time, the Board may adopt guidelines or procedures describing the process and structure for advisory committees in support of the Development Review Board’s work. Section VII: Public Hearings and Order of Business. Public hearings shall be conducted as quasi-judicial proceedings. Notice of public hearings shall be given in accordance with 24 V.S.A. § 4464(a), as amended. The Chair shall conduct the hearing in the following manner: A. Open the hearing by reading the warning of the hearing. B. Review the order of events, remind all present that the proceeding will be conducted in an orderly manner, and make copies of these Rules available. C. Request disclosure of conflicts of interest, including any ex parte communications. D. Review the definition of interested persons in 24 V.S.A. § 4465(b). The Chair may direct attendees to a written description of interested persons, which will be available in the meeting room. E. Explain that, pursuant to 24 V.S.A. § 4471(a), only an interested person who has participated in this proceeding may take an appeal of any decision issued on this matter. F. Ask all who believe they meet the definition of interested person to identify themselves and to provide contact information. The Board shall make determinations as to party status only in proceedings for appeals of administrative officer decisions. As these Rules do not differentiate between persons with interested person status and those without, anyone seeking to participate in a proceeding may do so, subject to these Rules and those established by the Chair. Members of the public who are not interested persons may offer comment on an application, after recognition by the Chair. The Chair may, at the beginning of a hearing, limit such public comment to a specific amount of time per speaker, The Board shall apply consistent time limits to each recognized speaker. G. Direct the applicant or his/her representative and all interested persons to step forward and take the following oath: I hereby swear that the evidence I give in the cause under consideration shall be the whole truth and nothing but the truth so help me God (or, under the pains and penalties of perjury). Page 4 H. Invite the applicant or applicant's representative to present such application or proposal. In appeals of administrative officer decisions, invite the administrative officer to explain the decision, the basis therefor, and any other relevant information. I. Invite Board members to ask questions of the applicant or applicant's representative, or, in an appeal, the administrative officer. J. Accept written information presented to the Board. K. Invite interested persons and members of the public to present their information or arguments regarding the application or proposal. L. Invite the applicant or applicant's representative or, in an appeal, the administrative officer, to respond to information presented by others. M. Invite more questions or comments from Board members. N. Invite more questions from interested persons and members of the public. O. Allow final comments or questions from the applicant or applicant’s representative or, in an appeal, the administrative officer, and/or from Board members. P. Upon motion and affirmative vote of a majority, the Chair shall either adjourn the hearing to a date and time certain, or end the proceeding by stating that the hearing on the matter is closed. The Board may also take the action to adjourn the hearing to a date and time certain at any time during the process outlines above, and may break for a deliberative session at any time. Section VIII: Site Visits. Site visits shall be open to the public, but shall not include the taking of evidence, the arguments of parties or any other ex parte communications. Site visits shall be held pursuant to the following conditions: A. If, prior to a hearing, the Chair determines that a site visit will be necessary, the site visit shall meet public notice requirements of 24 V.S.A. § 4464(a). B. If necessary, the Board may recess a hearing to conduct a site visit at a property which is the subject of an application before the Board. C. If necessary, the Board may adjourn a hearing to a date and time certain to conduct a site visit at a property which is the subject of an application before the Board. D. The minutes of the proceeding shall reflect that the Board held a site visit, who attended the site visit, and the nature and duration of the site visit. Section IX: Service List. Page 5 Staff shall create a list of all individuals who participated in a hearing. The list shall include all those who offered, through oral or written testimony, evidence, comment and/or a statement of concern related to the matter that is the subject of the hearing. All decisions of the Board shall be mailed to those on the list. The list shall include: A. The names of those who participated in the proceedings. B. The nature and content of each such person’s participation. C. The mailing address of each of these persons. Section X: Decisions. Board members who have not heard all testimony and reviewed all evidence submitted for a particular matter shall not participate in that proceeding or the decision on that matter. Absent Board members may participate if they have reviewed the minutes of the meetings over which the hearing extended, and any evidence submitted. The following rules shall apply to voting on decisions: A. The Board need not adopt a written decision at or during an open meeting. Decisions will be made available for public inspection and copying. B. Motions shall be made in the affirmative. C. The Chair has the same voting rights as all Board members and may make motions. D. A motion and a second shall be required for a motion to have the floor. E. Each Board member who may participate in a decision and is present for the vote is expected to vote unless s/he has recused her or himself. F. Abstentions are strongly discouraged and shall not count towards either the affirmative vote of a majority or the negative vote of the minority. G. For a motion to pass, it must receive the concurrence of a majority of the entire Board, regardless of how many Board members are present. See 1 V.S.A. § 172; 24 V.S.A. § 4461(a). H. The Board shall issue a decision within 45 days of the close of the public hearing on a matter. Section XI: Removal. Upon affirmative vote of a majority, the Board may request that the legislative body remove a Board member from the Development Review Board. Board members may be removed for cause by the legislative body upon written charges and after public hearing. 24 V.S.A. § 4460(c). Section XII: Amendments. Page 6 These Rules may be amended at any regular or special meeting by an affirmative vote of a majority, provided that each Development Review Board member has been presented with a written copy of the proposed amendment(s) at least 24 hours before the meeting at which the vote is taken. Adopted by the Development Review Board on the _____ day of ________________, 2019. _____________________________________________ William Miller, Chair, Development Review Board First adopted August 7, 2012; amended March 29, 2019.