Planning Commission - Regular Meeting

And welcome to the 01/14/2026 Prince William County Planning Commission public hearing. At 06:45, the Planning Commission and the staff met in the Potomac Conference Room for our agenda review. I would like to ask everyone to now please stand for the Pledge of Allegiance.

America pledge and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all.

Thank you very much. Madam clerk, would you please call the roll?

Sheriff McPhail.

Here.

Commissioner Moses Smith. Here. Commissioner Justice. Here. Commissioner Ross. Here. Commissioner Scheifler. Here. Commissioner Shink? Here. We have quorum.

Thank you very much. Mister McGetigan, good evening.

Good evening, mister chair.

Do we have any, requests for remote participation for this evening?

Yes. We have one request from commissioner Carroll, but he is not online yet.

Alrighty. If commissioner Carroll does join us, madam clerk, would you please alert the dais and we'll conduct ourselves accordingly at that time. Let's move on to item number five on our agenda, and that would be consent agenda. Mr. McGetigan, do we have any items for consent agenda this evening? I see we have three.

Yes. Mister chair, we have three, the briefs and resolutions from the November 5 meeting, the November 19 meeting, and the December 10 meeting.

Thank you, mister McGetigan. Fellow commissioners, we will entertain motions for each of these briefs and resolutions. Do I do I hear a motion from the dais for November 5?

Motion to accept brief and resolutions 11/05/2025. Second.

It has been moved by commissioner Justice and seconded by commissioner Sheikh that the planning commissioner planning commission approve and accept, briefs and resolution dated 11/05/2025. Madam clerk, would you please call the roll?

Chairman McPhail?

Yes.

Commissioner Justice? Yes. Commissioner Ross? Yes. Commissioner Moses Smith? Yes. Commissioner Shaikh? Yes. Commissioner Scheifler? Yes. Motion carries.

Thank you very much. We will now entertain a motion for a brief and resolution dated November 19.

Motion to approve briefs and resolution planning commission 11/19/2025.

Second. It has been moved by commit commissioner justice and seconded by commissioner shake that the planning commission accept and approve briefs and resolutions dated 11/19/2025. Madam clerk, would you please call the roll?

Chair McFeil? Yes. Commissioner Justice? Yes. Commissioner Ross? Yes. Commissioner Moses then?

Yes.

Commissioner Shape?

Yes.

Commissioner Scheifler? Yes. Motion carries.

Thank you very much. We will entertain a motion for briefs and resolution dated 12/10/2025.

So moved. Second.

It has been moved by commissioner Ross and seconded by commissioner Shape that the planning commission accept and approve a briefs and resolution dated 11/10/2025. Madam clerk, would you please call the roll?

Chair? It's December 10, not November.

Thank you very much, commissioner Ross. 12/10/2025. Thank you, commissioner Ross. Madam clerk, would you please call the roll?

Chair McPhail?

Yes.

Commissioner Justice? Yes. Commissioner Ross? Yes. Commissioner Moses? Yes. Commissioner Shing? Yes. Commissioner Scheifler? Yes. Commissioner Harry?

Thank you very much.

Commissioner Carroll is online.

Alrighty. Let's step back to item four, remote participation. We will entertain a motion now to allow commissioner Carroll to participate in the 01/24/2026 planning commission remotely. Is there such a motion?

Chair, January 14.

I'm sorry. 01/14/2026. Is there a motion?

So move. Second.

It has been moved by commissioner Shape and seconded by commissioner Justice that commissioner Carroll be allowed to participate remotely on the 01/14/2026 public hearing. Madam clerk, would you please call the roll?

Sheriff McPhail? Yes. Commissioner Justice? Yes. Commissioner Ross?

Yes.

Commissioner Moses Smith? Yes. Commissioner Shake? Yes. Commissioner Scheifler? Yes. Motion carries.

Thank you. Welcome, commissioner Carroll.

Thank you all.

Alrighty. Commissioner Carroll, I will do my best to call on you at the appropriate times, but if not, please remind me. And I'm sure as your colleagues and our colleagues on the diocese will also remind me, but please remind me. Thank you, sir. Sure. Let's move to item six on the agenda, expedited agenda. Mister McGetigan, I understand we have two items for expedited agenda this evening.

Yes, mister chair. You're correct. Items 10 a, special use permit U P 202600001 Gainesville Crossing Firestone. And item 10 b, special use permit S U P 2025 Dash 00028 Gainesville Crossing Starbucks.

Thank you, sir. Commissioner Justice, do we have any citizens, signed up to speak against either of these applications? Item 10 a or 10 b.

No, sir.

Alrighty. Thank you very much. With that with that, commissioner Ross, you are the Gainesville commissioner of the district, and the floor is yours, sir, as it relates right now to item 10 a. If there was a public hearing open, I recommend we close it. The public hearing is now closed.

I move that the commission recommend approving subject to the application conditions dated 11/14/2025, the application entitled special use permit S U P 2026 Dash 00001 Gainesville Crossing Firestone.

Second. It has been moved by commissioner Ross and seconded by commissioner Shaikh that the planning commission recommend approval for SUP202600001. Madam clerk, would you please call the roll?

Sheriff McPhail? Yes. Vice chair Brown? Yes. Commissioner Carroll? Yes. Commissioner Justice? Yes. Commissioner Ross? Yes. Commissioner Moses Smith? Yes. Commissioner Shake?

Yes.

Commissioner Shyfford? Yes. Motion carries.

Thank you very much. Commissioner Ross, the floor is still yours, sir, for item 10 b.

I don't think we have a public hearing open, but if we did, we would close it now. I move that the commission recommend approving subject to the application conditions dated 11/18/2025 and the further condition that I'll specify momentarily, the application entitled special use permit S U P 202500028 Gainesville Crossing Starbucks. The additional condition is that before asking our board of county supervisors to approve their application, the applicant commits to, if the Prince William County Transportation Department agrees, adding two striped crosswalk type crossings within the internal Starbuck parking lot, adding those to their site plan at the locations suggested by commissioner Moses Ned, and if the Prince William County Transportation Department agrees to adding a stop sign to their site plan at the site's drive through lanes exit.

Second.

It has been recommended by commissioner Ross and seconded by commissioner Moses Nand that the planning commission recommend approval for S U P 202500028 with the conditions, mentioned in the motion. Madam clerk, would you please call the roll?

Sheriff McPhail? Yes. Ayesha Brown? Yes. Commissioner Carroll? Yes. Commissioner Justice? Yes. Commissioner Ross? Yes. Commissioner Mosesnett? Yes. Commissioner Shake? Yes. Commissioner Scheifler? Yes. Motion carries.

Thank you very much. Let's move to item seven on our agenda, which is public comment time. Commissioner justice, has anyone signed up to speak for public comment time?

No, sir.

Alrighty. Thank you very much. We're going to move to item eight, which is deferrals and continuations. Mister McGettykin, do we have any requests for deferrals or continuations?

No. Mister chair, there are

no requests for deferral or continuations.

Thank you very much, sir. We're gonna move to item nine on our agenda, which is planning director's time. Director Washington, the floor is yours, ma'am.

Thank you. Good evening, commissioners. Tanya Washington, planning director with the planning office. Just have a few quick updates. Wanted to highlight, once we have it set up, the county issued, before the 2025, a digital document of accomplishments of the county, and the planning office and some of our initiatives are included.

So I wanted to highlight those. Link that was our digital document. Sorry. It says for the whole county. I just started talking. We're getting it set up.

Yes, ma'am.

After today's meeting, we can also send a link to this document because it covers multiple accomplishments across multiple departments in Prince William County government. So I think it'll be very interesting for you all to read in terms of a number of different initiatives and projects and accomplishments across the county, over the last year. Yes. Well, was a it was a link, so it's not like I can just give you the direct. Right. Let's do this. I'll just I'll just I have it up on my I have it up in front of me, so I'll just so talk talk to to him. Him. Okay. Okay.

Yeah. It's not it's not on our website.

I've got an email that says honoring our accomplishments and looking ahead.

Yes. Yes. I sent the link, but it's a very it's a unique link.

I could I could send this email to somebody down there if it'll help.

Yeah. They they have the link because I sent it to them

already. Got it.

Did you look on the the main the the county's main site to see if it's there? Yes. I'll just speak to it. I'll just go ahead and speak to the accomplishments. And, again, we'll send the link so you can see the entire document.

So, within the the county's twenty twenty five accomplishments, there are three initiatives that the planning office led. The first is related to, development. The board approved 3,675 new housing units and 2,700,000 square feet of commercial industrial development to support housing and economic growth in a county. And, these projects are ones that would have come through the planning commission, so you all played a role, in the review and approvals of those projects. And, so we're very excited that, you know, the county is going to get over 3,600 new housing units, in hopefully the near future so that we can continue to provide housing that's particularly affordable, for our residents and our growing population, which is over 500,000 people now.

The second accomplishment is that we completed the Sudley Road technical assistance panel report to guide transformation of the corridor into our thriving mixed use gateway and destination. This was the technical advisory panel through the Urban Land Institute Washington, that we co sponsored with the Department of Economic Development and Tourism back in March. It was a two day process. Some of the commissioners, participate in the stakeholder interviews, and this was an an effort to jump start, some future thinking along the Sudley Road corridor, which will be the subject of a future small area plan. And, that report generated quite a number of different recommendations that the county is looking into implementing.

So stay tuned for that. And then the third accomplishment is one we are particularly proud of, and that is the board's adoption of the affordable dwelling unit ordinance to help households at 5080% of area median income afford living in a county. And, you know, that was a very, major accomplishment by the county, that, the planning commission was very involved in along with the board and represented a multi departmental effort with the planning office, the housing office, development services, and other departments. And now we have an ordinance in place that provides additional options to incentivize affordable housing, particularly at, more deeply affordable levels at 50% area median income. And the ordinance established the housing the affordable housing fund, which will provide gap financing to support production of affordable housing.

So that's a really, really big accomplishment, and, super excited, that it was adopted and, very proud that it was included in the county's accomplishments for this year for last year. So with that, that concludes presentation. Happy to answer any questions.

Do we have any questions for the director?

Yes.

Mr. Sheikh?

So congratulations on all these accomplishments. One thing I was trying to find out, what is the mechanism if the board or the county has adopted to apply for the affordable housing? Because we have several constituents reach out congratulating on adopting a new affordable housing plan, but they couldn't find how to apply, either get gap funding or how to apply for affordable units?

Sure. So a couple of things. There's a copy of the ordinance itself that's on our website. There is various information that is being updated for the county's websites. The housing office, the office of housing and community development is responsible for managing the affordable housing fund.

That's the the gap financing mechanism. So if there are developers, whether affordable housing developers or market rate developers who are doing affordable housing, there it is a competitive, funding source. And so, the board approved their guidelines, for that fund, and so, we can definitely provide some additional information, to the commissioners as that information is being distributed. The housing office, they do have plans to launch the the competition for the first set of funding this year. So we can definitely provide that information.

And then for the ordinance itself, well, to get to your question, I think you were asking for residents who are looking for housing. The housing office would be mechanism, or the best department to go to for that. They are also working on developing a website that will list, affordable housing projects that have been built in the county so that residents have a place to go to find out where those where those residences are, and then they can follow-up directly with the developer or the the operator of those those units. So, again, we can oh, great. Thank you.

So we have the housing community development website. They have some information up on their website and we're happy to send out these links to the commission afterwards.

That will be great. Thank you so much.

Before I go anywhere else, commissioner Carroll, do you have any questions for the director?

I do not. Thank you.

Alright. Thank you. Commissioner Ross, I see your light is on. No question. Commissioner Scheifler, see your light is on.

I didn't notice that a representative from Prince William County submitted the order another change to the ordinance. Is that gonna be revisited potentially?

I'm sorry. What was your question?

I know that the I guess the the change to the ordinance was submitted to the general assembly again this year. Is that gonna be revisited again if if it passes?

So that will be a question for the board. So the question was about during last year's Virginia General Assembly session, there were a couple of bills on the House and the Senate side that would expand the authority statewide or in certain parts of the of the Commonwealth, including Prince William County, that would have given us more expanded authority in terms of what we could include in our affordable housing dwelling an affordable dwelling unit or nets. It did get get through the general assembly, but both bills were vetoed. But now with the new administration, gubernatorial administration coming on board, a new legislative session starting, one of those bills has been introduced again. And so if it does go through and get signed into law, then that will be our opportunity to go to the board and and ask if they want to revisit the affordable dwelling unit ordinance and and make any changes.

So we will wait and see.

Alright. Quick question.

Yes,

sir. Do we have the bill number? Which bill is that?

I can look it up really quickly.

Alright. Thank you.

Alright. We So oh, here we go.

I have it. It's SB74, Affordable Housing Local Zoning Ordinance Authority.

Does it have a house version of it as well or just the senate is bringing it?

The only one I know of right now is the senate version, but I will double check. I don't think I've seen a house version yet.

Okay. Perfect. And who is carrying it?

Senator McPike.

McPike. Okay. Perfect. Thank you so much. Alright.

Thank you very much, commissioners. We're going to move to item 11 on our agenda, which is planning commissioner's procedure. We'll start with old business. Commissioner Carroll, do you have any old business?

I do not. Thank you.

Alrighty. Commissioner Shaikh, any old business? Commissioner Justice, any old business? Sir. Commissioner Brown, any old business? No. Commissioner Moses Naid?

No, sir.

Commissioner Ross, any old business? None. Commissioner Scheifler, any old business? None. Okay. We're going to move to new business, and we're going to start with the staff. They have two items that they shared with us, briefly in our agenda review. Mister McGetigan, the floor is yours.

Thank you. The clerk has presented the schedule, the planning commission 2026 public hearing schedule for any comments from the planning commission on it. And it does not need to be approved by the

planning commission.

If you have any comments the schedule, you've hopefully had an opportunity to look at it, and we're glad to get any feedback on that.

Commissioner justice, I see your light is on.

You said that the planning commission doesn't need to approve the schedule?

That's correct.

Okay. Is there a reason why it's not just every other Wednesday and why there's some times where it's like back to back?

Yes. Absolutely. I think the reason is because we trying to avoid having the board and the planning commission in the same week. And so it's dependent a little bit on when the board's schedule is set up so that we can avoid that because it causes staffing issues for us to have the planning commission and the board in the same week. So generally, the board meets on the first and third Tuesdays, and then the planning commission can meet on the second and fourth.

But some months, because of holidays or elections or other things, that first week is moved to to the same week that the second week. And so we would want to avoid having them be in the same week.

Okay. So all the times where our meetings got changed, it was specifically because the Board of Supervisors meeting changed?

That's correct.

Okay. So basically, just really quickly, we get the draft board schedule. They still have to adopt it, which they did yesterday. But we get the draft board schedule towards the end of the previous year, and then we use that. Ali comes up with, you know, second and fourth Wednesdays for the planning commission, and then we look at the draft board schedule.

And there are instances where there were multiple months or or not months, multiple weeks throughout the year where we had both hearings on the same week. And so that's when we look at it to see, can we shift the Planning Commission meetings so that they're more staggered? Because it creates a significant workload issue for the staff Yeah. Because we have to attend both hearings. And also with the board schedule, again, they don't always follow the first and third, Tuesdays Mhmm.

Because they they build in other matters. There may be some dates that you may think may be for land use cases, and it may be a budget budget hearing or a joint meeting or something of that nature. So that's why we always look at the plan the board's schedule first, and then compare that to tentative dates for the planning commission so that weekend

Okay.

To kinda start all that out.

Because I noticed last year, there were some meetings where, I guess, staff had just been at a board meeting. But last year, a bunch of our meetings got moved around as well to where we were on some back to back Wednesdays. But this time, it's specifically been done because of the board schedule.

We yes. We look at both schedules Got so that we can come up with a more staggered schedule and being mindful of, like I said, the board dates where when they have land use cases because there are some dates that, they may not have land use cases on those nights because they have, they're planning on doing something else. And so that's why we're trying to factor all of that in. So it's a lot of back and forth for us to come

up with a schedule. That makes more sense to me now. Okay. Thanks.

Okay. Before I go any further, commissioner Carroll, do you have any questions about the schedule?

No. I'm good.

Okay. Thank you. Commissioner Moses Nett?

Thank you, chair. And is that the same with the July 1? Since I kinda bumps up against, fourth of July, we cannot write adjacent to it, but certainly within the span of it. Is that the same thing?

I'd have to double check that, because I don't have the board schedule right in front of me, but we can certainly look at that data.

Because we have that July 1 and, the fifteenth, which is a first and third. Right. Okay. Thank you.

We'll take a look at that.

Thank you. Yeah. I think the board probably scheduled the second and and fourth that month.

Commissioner Ross? Thank you, chair.

As everyone here knows, I'm something of a rule follower, and I am mystified when Mr. McGetigan tells me that we the commission does not have to determine its own meeting schedule. I understand that there needs to be quite a bit of collaboration between the commission and the county executive staff members, because facilities are not always available. But we cannot adopt this schedule without first suspending the rules in our bylaws. This schedule violates our bylaws.

And so, chair, I urge us to take that course so that we can then embrace the changes that have been suggested.

And you're you're speaking of our current bylaws. Am I right, sir? Yes. And so could you give could you give us a solution?

If I'm being invited to make a motion, I I say this, to the extent necessary to adopt a commission meeting schedule that doesn't satisfy the Planning Commission's bylaws, paragraph seven dash one, I move that between now and midnight thirty first twenty twenty six, we suspend the Planning Commission bylaws paragraph seven dash one rules governing meeting schedules. I'm looking for a second.

It has been moved by commissioner Ross and seconded by commissioner Justice that we suspend can you help me with

We suspend the rules, and in particular paragraph seven dash one of our bylaws for the period beginning now and lasting until 12/31/2026. And I can transfer to Ollie the specific text that's

in Madam front clerk, would you please call the roll?

Sheriff McPhail?

Yes.

Aye, chair Brown? Yes. Commissioner Carroll? Yes. Commissioner Justice? Yes. Commissioner Ross? Yes. Commissioner Mosesnett? Yes. Commissioner Sheikh? Yes. Commissioner Scheifler? Yes. Motion carries.

Did we hear commissioner Carroll's vote?

No. We didn't hear. Commissioner Carroll?

Yes.

Okay. Thank you. So with that said

Cheney Rakevale.

Yes, ma'am.

Just, in response to commissioner Moses Nets, question. So the board, has regular meetings, which includes the evening, land use cases on July 7 and July 21, and those are the second and fourth weeks in July. And so if we did not adjust the planning commission dates, then we would have had, all four hearings on the same weeks, basically. Thank you.

Commissioner Schleichler, I see your light is on. Do you have a question about oh, he does not. Alright. Let so let's move to the second item under new business. We mister

we have not adopted a schedule yet. And I believe that it is our duty to determine when we will meet. So we need to have one more motion now that the rules are suspended to actually adopt the motion of this schedule.

Would you like to make a motion, sir?

Alright. Let me see. Let's see. I move that we adopt the proposed meeting schedule distributed by our clerk to the planning commission members by email on Monday, 12/29/2024. That schedule contains the following dates. I'm gonna read them off very quickly. 01/14/1928, February, March, April, May, June 10 and June 17, July, September, October, November, and 12/00/2009.

Is there a second?

Second.

I'm gonna abbreviate the motion, and then commissioner Ross will send the actual verbiage to our clerk. Is that alright with you, sir? Alright. Here we go. It has been moved by commissioner Ross and seconded by commissioner justice that the planning commission adopt the twenty twenty six planning commission schedule. Madam clerk, would you please call the roll?

Sheriff McPhail?

Yes.

Vice chair Brown? Yes. Commissioner Carroll?

Yes.

Commissioner Justice? Yes. Commissioner Ross?

Yes.

Commissioner Mosesnett? Yes. Commissioner Shake? Yes. Commissioner Scheifler? Yes. Motion carries.

Alright. Let's move on to the second bullet under new business, and the information will be provided to us by mister McGetigan. Sir?

Thank you, mister chair. There have been changes in the state law that affect your procedures for requesting remote participation of members. So we're requesting you approve the updated request to participate remotely policy and the form.

I'll ask the question. Has everyone had an opportunity to review the form?

Yes.

And know the changes?

I don't. I have not.

I have not. I'm willing to trust the staff got it right.

If we could get just a brief overview of what that change is, please. Yes.

I believe the changes are related to the types of exceptions you can have to justify remote participation.

Is that in our agenda?

Very briefly. Very minor changes.

I mean, the description of the changes.

Okay.

Commission, what's your pleasure?

I just didn't spot it. Are we looking for a motion to adopt the revised procedure?

I think that is the action at hand.

I was gonna mention if at least I didn't review it, and I don't know the exact changes is what would happen if we just waited till next meeting to do the vote on this. Is it a big deal? Or does somebody does everybody just

wanna vote on it tonight? No

no issue with delaying it if you if you wish to wait until you have a chance to review it.

It's up to the commission. I'm good either way.

Mandated by state law, the changes that are are being made. So there's no Yeah. Changes that you can make to it. It's a state state mandated.

So, madam clerk, do you think you could send the updated information to the Planning Commission along with a copy of the form? And then we'll take action on this at our next public hearing during, I would assume it's gonna be old business now.

So that includes a red line version? Because we got the version she sent out before. I think people want the red line version. I think I've read the current version, I mean, the version that was sent out. But again, I think everybody wants to see a red line version.

Okay. So we will take action on this at our next public hearing. So now we will go up and down both the virtual diocese and our physical diocese here for new business. Commissioner Carroll, do you have any new business that you'd like to discuss?

I do not. No.

Thank you. Thank you, sir. Commissioner Shaikh, new business?

No, sir.

Commissioner Justice, new business?

No, sir.

Commissioner Brown? No. Commissioner Moses Nadd, new business?

Nothing.

Commissioner Ross, new business.

Two items. The first is about, moving our bylaws process along. Maybe we could get this done before a year after it was first suggested. And so let me just launch into a motion here. Because we need to correct bylaws' mistakes, create consistency throughout our bylaws, and clarify or complete some of the procedures our bylaws specify, I move that we include in our February 25 commission meeting agenda a vote on whether we will implement the bylaws changes proposed in the previously submitted word document entitled twenty twenty five zero nine ten a dash revised PC bylaws dash Blake.

And additionally, I'll note that I chose that date specifically because I believe there's enough time between now and then to hold one or more work sessions or special meetings dedicated to discussing the proposed changes if that's needed.

I have a question

before the vote. Point of order. We need a second before we can have discussion.

Second. Okay.

It has been moved by commissioner Ross and seconded by commissioner Scheifler that the planning commission vote on the twenty twenty five bylaws revisions. And what was the date, sir?

February 25. We have a

meeting On February 25. So now we have a question from commissioner Brown.

Yes. I'd like to know, the status of any comments by our county lawyers

or has there

been a review?

Yes. So the, we have been coordinating with the county attorney's office, and they've they have provided feedback. Mister McGetigan, on behalf of our office, is also conducting a a full review as well and highlighting, additional areas where we may wanna provide some feedback to the planning commission. And so, we anticipate having all of that, completed by January 28, so that you would have that, for your, consideration.

Can I oh, go ahead?

Okay. Thank you.

Commissioner Justice, do you have a question?

Can I make a a friendly amendment to the motion? If we okay. So today, then the twenty eighth. What's the the date that you gave commissioner Ross was February?

Twenty fifth.

What's the meeting before the twenty fifth? Eleventh. Can we schedule a work session on the eleventh? Is anybody opposed to that? Because I do believe there needs to be some discussion openly about Mhmm. I see things, I don't know, versus just going to a vote on it, maybe the meeting before. So we get it on the twenty eighth, have a a work session before in that meeting in February unless there's a conflict.

About What

the rest of the commission's thoughts are on that?

Sir? How about if I recommend instead of a we don't need a friendly amendment. Just you and I both as two commissioners can request a work session, and it shall happen.

Commissioner Scheifler, you have a comment?

Oh,

keep fooling around with me, Commissioner Scheifler. Alright. So let me say this. I'm not opposed to any type of discussion of any kind, but if we have a working session, we are then limited to forty five minutes to get all of our comments and questions and discussion, debate, whatever we want to call it, we are limited to forty five minutes in a work session forum. So let's keep that in mind if that's what we want to do. Chair,

you do have the option if you needed additional time to have another work session on February 25 as well?

Yes, ma'am. But all I'm saying is it's a forty five minute time limit. No matter how many we have or when we have it, the work sessions are limited to forty five minutes. Okay?

Yes, sir.

So I believe there's a motion on the floor, and it has been seconded. Madam, if there are no more questions or points of order

One question.

Yes, ma'am.

And could we get the latest and greatest version of the bylaws? I know they've been sent out before, but just the the latest bylaws that we'll be considering.

Yes. That is what we will be transmitting on, for the January 20. '20. Okay.

Thank you.

Excuse, excuse me. My motion specifies a specific version of the bylaws, and that is the version that I intend all of us to work on. If somebody would like a different version.

Couldn't we send your version out and comments and feedback from planning staff?

Comments and feedback? Yes. Definitely. Because comments and feedback are separate from the document being commented upon.

But the document may change.

By whom?

The commission.

Okay. Then let me let me try to clarify. What I intended was that on February 25, and thank you for your letting us have a freewheeling discussion, chair. On February 25, we would vote whether or not to implement those changes in that document version that I just identified. And by implement, I mean transform them into the actual bylaws document that doesn't have any extra commentary, is properly formatted, so on and so forth. And then that document would show up very soon after the twenty fifth and be voted upon for adoption.

But if we're having a work session to discuss that document, and also during that work session, we're discussing feedback from the county attorney's office and the planning office, then your that document that you're referring to could in fact change as a result of those meetings.

Okay. And I I responded to what I could send out today, which is

Sure.

Not those changes.

Right.

Right. We do have those changes, then I presume that one of us will just move to make that revision.

Correct.

The one that will be voted upon February 25.

Twenty fifth, yep.

We just replace the one I suggested tonight with the revisions that emerged from the work sessions.

Correct.

Well, can we just have the motion? I'm sorry. Chair?

Turn your light on, ma'am.

Rather than a motion with such specificity with regard to your version, can we amend the motion to allow us to simply vote on, the the bylaws that the commission brings forth on February 25? Because that would include

the whole that will be the final I think every

The final draft.

The what's the discussion on the diocese is what you are recommending.

He was saying that he is making a motion

to Yes, ma'am.

To move for this specific one that he put forward, and then we'll need another motion for the edited version because it won't be the one that he motioned for tonight. Yes, approved.

Okay. But if you'd like to amend the motion

That's what I'm asking.

I I think we can do that. And, gracefully and, you know, I love my baby. My baby's not ugly, but may I may I withdraw my previous motion and replace it to avoid having to keep track of amending that motion?

Yes, please do.

Okay. I move that we include in our February agenda a vote on whether we will implement the bylaws changes proposed in the previously submitted word document entitled twenty twenty five zero nine ten a dash revised PC bylaws dash Blake as it may be in its current form or as it may be amended during commission work sessions between now and February 25.

Second.

It's been moved by commissioner Blake and seconded by commissioner Stocks. Justice that the planning commission will vote on the bylaws on February 25. Is there any questions or any further discussion? Madam clerk, would you please call the roll?

Chair McPhail? Yes. Vice Chair Brown? Yes. Commissioner Carroll?

Yes.

Commissioner Justice? Yes. Commissioner Ross? Yes. Commissioner Moses? Yes. Commissioner Shake? Yes. Commissioner Scheifler? Yes. Motion carries.

Alright. Commissioner Scheifler, any do you have anything else, commissioner Ross?

Yeah. There was a second thing. Remember the annual report that's required by the state that we commissioners are on the hook to produce? We have discussed, and I believe it makes perfect sense, that the clerk does a big chunk of that, but there's still the section that the state code describes as the status of planning in the jurisdiction. And so I move that we ask for up to two commission members to volunteer to collaborate with our clerk to write our annual report and submit the draft to the full commission for review.

Second.

It has been moved by commissioner Ross and seconded by commissioner Scheifler that the planning commission have two commissioners collaborate with the planning clerk to write to write what now?

The planning commission's annual report. And in particular, the commissioners would focus on the section known as the status of planning in the jurisdiction.

That the plan commissioner that the plan commission assigned two commissioners.

Up to.

Beg your pardon? Up to. I'm not sure it can be up to because if if more than two commissioners meet at the same time, it's considered a meeting and it has to be publicized.

So one or two.

But we're gonna have to.

If we if two people volunteer, I think they should be congratulated. I

have a question.

Wait a minute. Like you said, we gotta have a second. Oh, do we have a second? We already have a second.

I thought we did.

Alright. So points of order. Yes, ma'am.

Is there something in addition to the report that the clerk did last year or the year before that we're looking to produce?

Yes. Specifically, the reports that I'm familiar with describe tallies of attendance, votes, numbers of resolutions made and passed or rejected, but they don't describe the status of planning in the jurisdiction. A a record of those matters is not the same as the status of planning in our jurisdiction. Things like, are our plans that we made in the past being followed? Are new plans being are plans being adjusted, based on evolving conditions?

When, what's happening with our, county comprehensive plan that we, the commission, are charged with creating by the state code. So those types of things need to be mentioned, and people that are on the hook for doing it, part of our job, is the planning commission, not the county executive.

What is it due by?

The the state code doesn't have a due date, and I don't believe our local ordinance or procedures assign a due date either.

When do we normally have it done by in previous years?

The annual report has already been distributed for was sent to the chair for his review. I think the issue is that Commissioner Ross is saying that there's an additional section that there's an interest in including and that it

hold on sorry.

So that's so so there is actually an annual report for last year that has already been produced. This is about adding an additional section.

So can I ask

a question?

Go ahead, sir. Let's go to commissioner Mosenet now.

So my question is the status of planning within the within the county, the things you mentioned such as the is the comprehensive plan being implemented. Isn't that implemented, as we send projects that are in accordance with the comprehensive plan to the board of county supervisors? Yes. And so is that a yes, no question that it's gone to the board of county supervisors for approval? For example, a particular project in accordance with the, just using that example, in accordance with, the county comprehensive plan has been approved by the board of county supervisor and is being implemented.

Is that a yes, no question then column that we that you're saying we need in the plan? And is that something that you've seen, from other counties before, director Washington at all?

Speaking for myself on a latter question, I have not. Mister McGetigan, any feedback on that?

No. I'm not familiar with any of the jurisdictions' annual reports from the Planning commission.

So is that what it is? A yes or no? Another column that's yes or no that shows that?

If if you're asking me, I I say, no. It's not that. The, this is a much more complex topic than that. It's not so complex that we can't summarize it in a report fairly quickly and elegantly, but it is much more than a yes, no.

May I make a suggestion unless there's some other questions?

Hold on with your suggestion, ma'am. I think we have a question from commissioner Brown.

Yes. I know that OLLI every year, sends us reports which contain much of the information that, commissioner Ross has just referred to. So my question probably to mister McGettigan, has there been any issue with our reports before that we prepare? And have we been put on notice that it's insufficient? Or I mean, I guess I'm just trying to understand what the points that Commissioner Ross is making versus what we've been doing.

No. There's been no, comments or mention of, any thing wrong with our reports, the planning commission's reports in the past.

Okay. So then my question to commissioner Ross is, is this something that you want to do, or is this something that someone has they came to you and said, we're not doing something properly? Or I'm just trying to figure out where this is coming from because this seems like maybe a problem that we don't have. You're making a problem out of something that we've not been noticed that was a problem. So help me understand here. Okay.

The thank you, chair, for the floor. The Virginia code, when I read through it, I read duties of commissions as part of preparing to do this job as well as I could. Section 15 dot two dash twenty two twenty one, duties of commissions. The local planning commission shall, and then item five underneath that is, make recommendations and an annual report to the governing body concerning the operation of the commission, which I think is covered quite well by our clerk's standard material, and the status of planning within its jurisdiction. Now whether we have received any complaints or not, I do not believe that the annual reports are that we, the commission, are producing we, the commission, are not producing, actually, satisfy that item five of the Virginia state code.

And for that reason, I believe we should have one or two of us collaborate with the clerk to put an easy check mark in this box and move on. Now last year, I know that the report was sent to the, board of county supervisors as the commission's report without me ever having seen it. And since I'm a commissioner, that did irritate me a bit. We, as a commission, whatever report gets sent, should review it, discuss it, decide whether or not we approve of it as a group, and then send it to the governing body. But more specifically, to answer your question, I would like to I believe that we must, because the Virginia code says we shall do this, make recommendations and an annual report to the governing body concerning the operation of the commission and the status of planning within its jurisdiction.

And I think this is a very easy lift, a very light lift.

It sounds like you want to do that because I don't have a problem. And it seems like from what mister McGetigan has said and director Washington, we no one has come to the office of planning and or the planning commission and said what we are producing deficient. Am I am I correct?

Like I'm I'm unaware of any

Mister McGetigan and director Washington, has anyone come to the office of planning and and made the office of planning aware that the current reports that we have been producing are deficient? No. Okay. So we are not we, Commissioner Ross, you have identified a problem that to our knowledge does not exist. So with that in mind, if this is something that you would like to do, then by all means, you can certainly work on what you would like to work on.

But in terms of is this a problem? No. It doesn't sound like it has been a problem, but you have identified it as a problem. So if you wanna identify the problem and then you correct it, even though there's not been any direction to our office of planning to correct any deficiency, then by all means, you are welcome to work on whatever you would like to work on yourself. Yourself. But I will not be partaking in the nonsense.

You don't have to volunteer.

Okay. And I won't. And I don't know if anyone else wants to. You're welcome to. But again, it sounds like you have identified a problem that actually doesn't exist.

Violations of the state code are problems that do exist.

Well, no one has informed us that we're violating the code. So it is a

problem that we I don't think our hands need to be held to that extent.

Well, if there's no one that's complaining about the reports that we currently produce, and therefore they have been deemed deficient, then we actually don't have a problem. You've just made it a problem for whatever reason, so you are welcome to fix it as you see fit. But it doesn't mean that the the report will change in any way from what we've been doing because we've not been on notice as deficient.

Alright. Let me move on to commissioner justice. I think you have your light on, ma'am.

I understand if so in Prince William County, has the commission has always operated in this way to where the planning department always does the planning commission report? Do we know that? Is that that's the thing since you guys have been on the desk? It's always is it different in other localities such as, like, Fairfax County or Loudoun County? Is there different reports that their commission collaborates on and comes up with that would do something to improve, something that we work on on an annual basis?

We'd have to to look in to that. I do not know.

Do you care? What?

Hold on now.

Okay. Hold on. Hold on.

Okay.

Just let's hold on. Alright. So, ma'am, have you

That's my question. If if there's something that other localities within the state of Virginia are doing to help improve, whether it be the the comprehensive plan or other things, and it has to do with this report. That's my question.

And miss McGitigan has said that, the staff would have to look into that to get you an answer there.

And I saw director Washington.

Oh, yes, ma'am.

That's why I

was asking.

You all still had some questions, but I did have a suggestion. Okay. Go ahead and wait.

Jeez. Sorry about that. No.

I wanted to wait until you are off.

Well, you may be answering my question with your suggestion.

So direct Washington?

So my suggestion is if the commission is interested in adding a section to the annual report, what I would recommend is rather than have, one or two commissioners or how however many work with the clerk to produce it. Practically speaking, the planning office will be the ones who will be drafting it because it will be reflecting reflective of the work that our department does. And so what I would recommend is if the commission would like to add this section, that we go ahead and prepare it. I also have the state code, and it's it doesn't say anything other than operation of the commission and its status of planning within its jurisdiction, which is very broad and could be interpreted any number of ways. And so the planning office, we could provide a summary of, you know, the type of work that we did last year with regards to planning issues or some other type of content we can draft it and then transmit it to the planning commission for your review.

And if you would like to include it in the annual report, we could do that.

Alrighty. Commissioner Brown, do you have any other comments?

Again, if the reports that we've provided from the time that I've been on the commission, which is now four or five years, have been deemed deficient I'm sorry. If they have been sufficient, then I don't understand this discussion. And so I'll just leave it at that.

Alrighty, ma'am. Commissioner Ross, I see your light is on still.

Yes, chair. Thank you. About the reports other jurisdictions have produced, I took the time and found oh, let's see. One, two, three, four. About 25 reports from other counties. Some are very similar to ours. Some contain more information. With respect to director Washington's statement that the planning department would draft the planning commission's report, she is simply wrong.

May I speak to that, please?

Yes, ma'am.

What I understood is the request is some text that talks about the status of planning within the jurisdiction, and the matters that come before the Planning Commission represents a portion but not the full extent of planning activities, land use planning activities in Prince William County that is conducted by the county. And so if there was an interest in some type of summary of the status of planning, it would have to reflect other work that our department leads that the Planning Commission may not be aware of. And even with the matters that come before you, you are familiar with the matters that come to the Planning Commission. But there's a broader work that is also being done. So that was why I suggested that this is something because we're the ones who are doing the work on a day day to day basis, and so we're well familiar with the the broad extent of the planning activities in this county.

That's why I suggested that the planning office could draft what we think may make sense to include in that section, and then planning commission can review it, feedback, what have you. So that way it would actually represent a broader extent of the planning activities in the county.

Commissioner Moses Nitt.

Thank you. And thank you for that, director Washington. And I I also have, that section up, and I think I I mentioned it when when you raised the issue before. I don't know where we have, the definition of the status of planning. You indicated there are some, you gave some examples.

I'm not sure where that comes from, and it seems it's covered by the fact that the Board of County Supervisor Supervisors implement everything that we send to them or they deny it, and so they have that status built in almost. The things that us director Washington, has mentioned would seem to suffice. I don't know within your scope of all of the reports that you were able to gather whether or not, the counties in closest proximity and closest to Prince William County's operations and size. You said many of them were similar. So it sounds like it's kind of across the board, and no one is being dinged on that.

We're complying with, the spirit, and I would challenge even the letter of the law, because I think we would hear about it at this point with the report that we are submitting it if it's similar to many of the counties that you just talked about. So, I don't know that we want to foist extra work on the planning office if it's not necessary, but I appreciate director Washington's willingness to take this on and add, which I don't think it has to be a, a whole additional report, but add a column to the report that's already generated that reflects, this particular piece in terms of status.

Commissioner Seifler? I just want

to add again, I think it's

an

interesting discussion. But again, at some level, it gets back to, like, what, director Washington said about gets back to kind of our bylaws too, because I I read the bylaws right now. The purpose of planning commission is to advise the board of supervisors on all matters related to orderly growth and development in Prince William County. So, I mean, I'm just trying to I feel like this gets to, like, what is the per what is our purpose? I think that's what commissioner Ross is getting at is what what what is our responsibilities versus the planning office as it relates to what our bylaws say?

And, again, if our bylaws are different, if it's should we say that you know, should we mention the planning office is responsible for these, and this is what we're supposed to do? I'm just that's why I'm I'm gonna that's where it's kind of this line of what what what should we do. That's where mister Ross is trying to get to is, like, we're are we not doing what we're supposed to be doing relative to what the state code says and what our bylaws say? And just trying to better understand Maybe that's a discussion of our bylaws that we should update and be more clear about what we're actually doing versus what the planning office is doing. Because, again, there's, like, this I feel like there's a gray area, and it is not clear.

And that's kind of I think that's where, commissioner Ross is trying to get at, is to make sure there's clarity on what we're actually supposed to be doing and what the planning office does and what the state code does and kind of how those mix together. That's kind of where I think this is eventually going to. So I'll just leave

it at that.

Thank you, sir. Commissioner Carroll, do you have any comments on this particular subject?

Yeah. I mean, I guess the only thing I would add is just because we've been doing something repeatedly through the years, that doesn't necessarily mean we've been doing it right through the years. So, I mean, if the planning commission has to do our own report separate from the planning department, I think that's something I'm willing to look at and review and examine. And I think at a minimum, I think the entire commission could be taking a look at this report prior to moving on to the board. I mean, I I'd like take at a look at it before it goes to the board. So if that's something at the least we can do, I think that would be appreciated. Thanks.

Alright. Thank you, sir. Commissioner Ross?

I'm tempted to beat the the horse a little bit harder, but I call the question. Sir? I'm asking us to vote.

Yes. I'm

On the, on the amendment I mean, on the motion I made.

Yes, sir. Okay. I was just allowing everyone to have an opportunity to speak. Thank you. Commissioner Moses Net?

Yeah. Just one item. Just the our bylaws also start with an overarching statement that I think is important to this discussion, that the commission for all of our duties with the advice and assistance of the planning office and the county attorney. And I think that is what informs how we operate. And so that means if there is a report that is, developed by the planning office, I don't think there's anything that they develop that we don't see, and that we don't have an opportunity to provide feedback on if we choose to do so.

If we're prohibited from doing that in some way, if you've gotten that sense, then let me know. But I think overarching statement lets us know that we don't have to develop everything, that our duty is to work with the planning office on everything and the county attorney's office as appropriate.

Alrighty. Madam clerk, could you please read the motion back to me, please?

Thank you.

Oh, you didn't get it?

I I have,

prosecute commissioners. We'll

Oh, and collaborate with the planning clerk. Right. Let's restate the motion there, Commissioner Rawson. Please help that extended verbiage, please send it to the please I'm going send her a

couple of

Yeah. And then in your motion, make it easy for me to repeat. Alright. I'm scared you got that book out.

Make it an easy motion?

Yeah. It is I move that we ask for up to two commission members to volunteer to collaborate with our clerk to write a draft annual report and submit that draft to the full commission for review.

Is there a second?

There already was.

Okay. So we have a motion and a second to have two up to two commissioners collaborate with the, planning clerk to submit an annual report.

Friendly amendment.

And we have an amendment. Yes, ma'am.

Director Washington mentioned that it should be the planning office planning director or McGetigan, not the clerk, who we collaborate with. Correct?

Thank you. We'll make that motion to, collaborate with the planning office.

No.

Is that

I I do not accept it as a friendly amendment because the door is wide open for the commission members to collaborate with everyone on the planet. But when it comes to truly typing up the report, we need to collaborate with our clerk.

Chair McPhail?

Yes, ma'am.

A couple of things. Just a reminder, the clerk is an employee of the planning office. So if you work with the clerk, you are by default working with the planning office. Secondly if I may just want to speak to some of the comments that were made related to my suggestion. In order for the Planning Commission to do an annual report representing the work that was done last year that includes a consideration of the status of planning.

There are a number of planning initiatives that the planning office worked on in 2025 that have not come to the planning commission yet. And so that was why it suggested that, this was something that the planning office could help to draft because there are other efforts that have not come to the planning commission. And so by default, you would not be able to speak to those in terms of those activities because they have not come to the planning commission. And so that's why I say that we have a broader view of what has happened, particularly if you're gonna do an annual report representing, activities from last year. So I just wanted to add that.

Thank you, ma'am.

May I? Yes, sir. Okay. First, I'm not sure we should be continuing to discuss after a call for the question. I'm trying to figure that out. But

Hold on, Hold on. Hold on.

Okay.

I I said to you earlier Yes. I know you I I am just as anxious as to call for this vote as anyone on the dais, but I was paying everyone on the dais the courtesy to make comments. Everyone. Okay. So that's why we are still in comments, and that's why you are now allowed to now make comments. So, sir, please make your comment.

Okay. If I become one of the volunteers or a volunteer, I intend I would intend to speak with director Washington, her assistant directors about exactly the subjects she is discussing as we would as I would contribute to a draft commission report, not county executive report. And again, I call the question.

Oh, no. Okay. Alright.

What's the what's the motion? That's what I wanna know.

The motion is that two up to two commissioners collaborate with the planning office to produce a annual report. That's a brief description of the motion. Commissioner Ross will send the actual verbiage to the clerk. Alright. So with that said, madam clerk, would you please call the roll?

Sharon McPhail? No. Vice chair Brown? No. Commissioner Carroll? Yes. Commissioner Justice? No. Commissioner Ross?

Yes.

Commissioner Mosesnett?

No.

Commissioner Scheifler? Yes. Motion fails?

I'd like to make a motion.

Please do, ma'am.

I move, to have the Planning Commission, support and review the an updated yearly planning report that includes, let me see that verbiage, that includes the status of planning within its jurisdiction as well as the annual along with the annual report submitted yearly.

Is there a second?

Second. What

was the motion what's the difference? I move that the Planning Commission review and support the Planning Office's amendment to yearly annual report that it includes the status of planning within its jurisdiction. Basically, I would like for us we have the opportunity to review the annual report, and the planning office will include a section titled the status of planning within its jurisdiction, but the planning office would review, and provide input as appropriate to that report.

I'll wait for a second before I

Mhmm. Well, I think we have a second.

A second.

Commissioner Scheife was seconded the motion. Oh. Now I didn't repeat it because I'm so it's very confusing to me. Okay.

Yeah. I mean So hold on.

Let me let me see if I can make this clearer. Goal is to have the planning commission

Okay.

Support the planning office in its preparation of the annual report and that that report include a status of planning within its jurisdiction. Planning office shall support the Planning Commission shall support the Planning Office in its preparation Yeah. Of its annual report Mhmm. Which shall include a section on the status of planning and planning commission review. How about that?

Isn't the report already done?

The report is done, but it doesn't include the status of planning. So the main thing is to get the status

of planning.

Is that

status of planning.

And that the and the emphasis

lost the stock.

And the emphasis well, the one that director Washington said they would add said that they would work on.

Okay. So my thing

is work on. What's the

Going going to the training the planning commissioner's training, there were a lot of jurisdictions within the state of Virginia that they do a report every year. The commission or commissioners within the commission collaborate with their planning department. But they're they're doing that report because they have a specific goal or they have a specific item, that they're looking to improve on, to tackle. If there was a specific item that we had to improve on or report on or something like that, that's that's where I'm on board. Okay.

But being involved and and looking over a report that reflects our commission, I would think we'd get copies of that either way. So I'd I'd be on board with that. But if we wanted to do a report specifying something or improving something Then I would draw a motion. So that's all I'm saying.

Yep. Then I would draw the motion.

Okay. Sorry.

Thank you. What's next?

Commissioner Scheifler has left. Yes. Alright. So now we're going to move on to item 12. I'm sorry?

We have six.

One, two, three, four, five, six. We got a we need five for the quorum. And and yeah. And commissioner Carroll's still on.

Go ahead.

Let's move on to item 12, which is I'm sorry? Commissioner member's time. Commissioner justice. Commissioner's members time. Do you have anything?

Happy New Year.

Happy New Year, ma'am. Commissioner Brown?

Same here. Happy New Year.

Commissioner Moses Naid?

The same.

Commissioner Ross?

And for these note, I mean, Prospero Island.

Okay. Commissioner Carroll? Is commissioner Carroll left also?

Alright. The only thing

Oh, here he goes.

Yeah. No. I'm still I'm still here. The only thing so if that, just to follow-up on that conversation, so if the report is kind of finalized already and with the chair for review, I think I heard could that could that be distributed out to the whole commission so we can look it over and review?

Commission I mean, director Washington is shaking her head. Yes? Yes, ma'am. Okay.

Okay. Perfect. Alright. That's the only thing I I'll ask. I'm good. Happy New Year, everyone.

Happy New Year, everyone. I really don't have anything for this particular meeting. I'm gonna save all my comments for the next one. So we'll entertain a motion to adjourn.

Motion to

adjourn. All those in favor? Aye. Thank you, ladies and gentlemen. Have a safe and safe trip home.