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July 21, 2015

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Who Am I? Senior Planner Town of Purcellville, Virginia Master of Urban Planning Texas A&M University Lucky 2

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Learn the Importance of Project Management Pre-planning and organization are vital Maximize the use of limited time and resources Learn How to Manage a Project 2 case studies from Purcellville 3

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Who, What & Why ? 4

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SOMEONE HAS TO LEAD 5

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Planning is: Finding out where you are, Deciding where you want to go, and Figuring out how to get there. 6

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Comprehensive Plan: A written document which articulates a communitys vision for its future, and it serves as a guide for decision- making and a blueprint for future development. 7

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Project: A temporary endeavor undertaken to create a unique product, service, or result which executes the vision and mission of the organization. 8

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Project Management: The art of managing projects to a successful completion. 9

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Everybody plans. Make the most of limited time and resources. By failing to prepare, you are preparing to fail. ~ Benjamin Franklin 10

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Required by the Commonwealth of Virginia. Be proactive by anticipating the consequences of possible courses of action and selecting what appears to be the best outcome. 11

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Note that a project is a temporary endeavor with a start and finish. Avoid confusing continuous processes with projects. 12

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According to Ken Blacks Causes of Project Failure: In the survey of engineers, the No. 1 rated reason for project failure was the project was not adequately defined at the beginning. The third most highly rated reason was a lack of clearly defined project goals and objectives. The fifth most highly rated reason was project planning was done with insufficient data. Another reason that was rated as important was poor work definition. 14

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Other Reasons Projects Fail: Lack of Resources Prioritization Issues Silo Mentality Unrealistic Timeframes Lack of Buy In Scope Creep Poor Communication No Process for Issue Resolution Questionable Ownership 15 Other Reasons Projects Fail: Lack of Team Cohesiveness Lack of Research Poor Time Management Priorities Too Many Projects Lack of Standard Process Unforeseen Obstacles/ Disasters Duplication of Work Roles Not Defined

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Planning for a project is the most important key to a projects success. What you dont control is out of control. 16

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Case Study: Purcellville Comprehensive Plan Review 18

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8,606 Citizens 7 Town Council Members 7 Planning Commissioners 4 Community Development Staff 19

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2025 Plan : Adopted 2006. 2011 Update : Never adopted. 21

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Required by the Commonwealth of Virginia. Identified by Town Council as a strategic priority due to current issues: Significant land owner interest in annexation; Redevelopment of commercial and industrial properties within town; Increased traffic/Lack of walkability; and Preserving small town character. 22

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Four objectives: 1) Create community enthusiasm for updating the comprehensive plan; 2) Gather input from a diverse range of residents, workers, and business owners; 3) Analyze and discuss objective data and community input; and 4) Capture the communitys vision for Purcellville in a world-class professionally- produced comprehensive plan. 23

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PROJECT MANAGEMENT PLAN GANTT CHART 24

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Project Management Plan (PMP): A document detailing a process to review and update the comp plan within a realistic timeframe for a realistic cost while addressing the concerns of the Planning Commission and Town Council. 25

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Components: Introduction Authority Statutory Requirements Background Update Purpose and Objectives Scope of Work Risks 26

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Components: Work Breakdown Structure Milestones Schedule Funding Summary Issues Log Action Item Log Quality Assurance 27

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Components: Supporting Management Processes Communication Project Team Sub-teams Project Close-out Plan Artifacts Acronyms and Definitions 28

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Gantt Chart: A type of bar chart that illustrates a project schedule. 29

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1) Get ahead of the political conversation. 2) Ensure buy-in from Town Council and Planning Commission. 3) Define scope of services for Request for Proposals (RFP). 4) Transparency in government. 30

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Case Study: Purcellville Zoning Use Changes 32

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Comp Plan Adopted Comp Plan Review Use Review Other Items New PC 2015 The Purcellville, Virginia 2025 Comprehensive Plan ( 2025 Plan ) was adopted on December 19, 2006. After reviewing the 2025 Plan, the Planning Commission began reviewing the permitted and special permit uses in the Zoning Ordinance on February 16, 2012. The required 5-year review of the 2025 Plan occurred in 2010-2011. After a public hearing on October 6, 2011, the Planning Commission voted to recommend approval of amendments on November 10, 2011. Town Council never acted on the recommended amendments. Since that time, the Planning Commission has also considered: 8 Special Use Permit applications, 7 Rezoning applications, 3 Comprehensive Plan Amendment applications, 9 Zoning Ordinance Text Amendments, and 1 Land Development and Subdivision Control Ordinance Amendment. 4 new Planning Commissioners were appointed in 2014. From December 2014 to June 2015, the Planning Commission re-reviewed the uses for the benefit of the new Commissioners. July 7-9, 2015 Public Input Sessions on proposed changes September 3, 2015 Target Date for Public Hearing 33

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Natural next step after completion of Comprehensive Plan review. Updates are needed. Uses are often duplicated, contradicting, or without definitions. The Zoning Administrator feels many SUPs do not have the external effects to warrant such review. Contemporary uses are not included. The current Zoning Ordinance is unwieldy and regulations are often hidden in unexpected areas. 34

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78 Existing Uses Are Not Defined Including: Affordable dwelling units; Building materials sales yards; Conference Center; Equestrian facilities; & Quick service food stores Another 70 Uses Are Only Partially Defined Including: Church, parish house, convent, monastery; Farm machinery sales and service; Indoor performing arts center or theater; & Private schools of special education 35

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Accessory Buildings and Uses 10 Existing Uses Construction, Landscaping, Gardening, and Farm Equipment and Supplies 27 Existing Uses Vehicle Sales and Repair 9 Existing Uses Bed & Breakfast 5 Existing Uses 36

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Bed & Breakfast Bed and Breakfast Bed and breakfast facilities of not more than four guest bedrooms Bed and breakfast facility Bed and breakfast home stay establishments Hotel, inn, or bed and breakfast facility 37

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Bed and breakfast. A structure or building containing a maximum of three guest rooms, having sleeping and eating accommodations for not more than six overnight guests for compensation where short-term lodging is provided, with or without meals, for compensation, and in which meals may be provided to guests only, and which is operated in accordance with all pertinent town code requirements. R-3A Historic Office/Residential District 3A.2 Permitted uses. g. Bed and breakfast facilities of not more than four guest bedrooms. 3A.3 Uses permitted by special use permit. a. Bed and breakfast facility. 38

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Article 4, Section 3 R-3 District Section 3.1 Purpose Section 3.2 Permitted Uses 39

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Citizens & Businesses Staff Elected & Appointed Officials Goal: Understood by All Users 40

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Many ideas and scenarios were discussed over the last 3 years, but the presented proposal is generally guided by 5 rules: 1. Simplify and modernize the list of uses; 2. Reduce the number of SUPs where warranted; 3. No rezonings to be proposed; 4. No significant changes to district purposes; and 5. Avoid creating nonconforming uses unnecessarily. 41

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All uses and all districts in one location. Someone wanting to open a Bed & Breakfast only has to look at one line to see where it can be located. 42

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Permitted Use : A use allowed without the need for a special permit. Special Use : A use which needs a site specific review because of its potential impact. Proffer : A written condition offered voluntarily by a property owner as part of a rezoning. Once accepted, a proffer becomes a legally binding condition that runs with the land. 43

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Special Use (SUP) : Independent application Approval requires public hearings Town can impose conditions on the use No monetary contribution to offset impacts Proffer : Part of a rezoning application Rezoning approval requires public hearings Town can not impose a proffer May be a monetary contribution to offset impacts 44

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The 5-year review of the Comprehensive Plan was conducted on-time in 2011 as required and will be started early this year. A permitted use does not place a greater financial burden on the Town than a special use. No monetary contribution can be required for a SUP. The Big Box Ordinance is only in the MC District currently; it is not town-wide. The PDH District is not strictly residential. SUPs are required for drive-throughs. Get the facts: http://purcellvilleva.gov/index.aspx?NID=688 http://purcellvilleva.gov/index.aspx?NID=688 45

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Learn the Importance of Project Management Pre-planning and organization are vital Maximize the use of limited time and resources Learn How to Manage a Project Learn from our good and bad examples 47 Those who plan do better than those who do not plan even though they rarely stick to their plan. ~ Winston Churchill

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Daniel Galindo, AICP dgalindo@purcellvilleva.gov 540-338-2304