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HomeMy WebLinkAboutSDP199300019 Staff Report 1993-07-21 pF ALe ,4 is il , , Oztl �'�RGIN�P 6ii lb ezMivl tgfS 01.1 COUNTY OF ALBEMARLE �-C •P,c. Dept. of Planning & Community Development 401 McIntire Road Charlottesville, Virginia 22902-4596 (804) 296-5823 MEMORANDUM TO: Albemarle County Planning CommissionJ FROM: Yolanda Hipski, Planner"Lj J DATE: July 20, 1993 RE: Amended Conditions of Approval for SDP-93-19 Boars Head Site Plan RECOMMENDED CONDITIONS OF APPROVAL: 1. The Planning Department shall not accept submittal of the final site plan for signature until tentative approvals for the following conditions have been obtained. The final site plan shall not be signed until the following conditions have been met. a. Note on the plan "The sound from any radio, recording device, public address system or other speaker shall be limited to sixty-five (65) decibels at the nearest residential property line. This site shall comply with all other Sections of 5. 1. 16 of the Zoning Ordinance" . b. Department of Engineering approval of grading and drainage plans. c. Department of Engineering approval of an Erosion and Sediment Control Plan. d. Inspections Department approval of surface treatment of the handicapped parking space. e. Staff review and approval of pedestrian walkways connecting the tent area to "Area G" , shuttle bus drop-off and route. f. Note on the plan "This is a temporary structure as defined by BOCA Code" . 2 . Administrative approval of final site plan. 3 . A Certificate of Occupancy shall not be issued until: a. Fire official final approval . 5 • The Boars' Head Inn&Sports Club MEMORANDUM TO: Yolanda Hipski ALBEMARLE COUNTY FROM: Sandie Greenwood DATE: July 19 , 1993 yA SUBJECT: FOLLOW-UP TO CONVERSATION OF FRIDAY, 7/16 Yolanda, this is just to follow-up our discussion concerning the parking situation on July 14th. On that evening, we had a swim meet hosted at the' Boar ' s Head Sports Club. As we had discussed earlier, swim meets occur three times during the course of the Summer at the Sports Club. We have agreed not to host a tent function at the Sports Club should a swim meet be occurring at the same time. Additionally, this year, the parking situation was difficult due to the fact that the parking lot located behind the Sports Club cannot be used until it is repaved. We are planning to do that as soon as our construction at the Sports Club is complete. We anticipate that to be by late Summer . Again, thank you for your time and consideration. SG:lt Post Office Box 5307 • Charlottesville, Virginia 22905 • (804) 296-2181 • FAX (804) 971-5733 • s.,446414tr Zi TheBoars Head Inn&,Sports Club July 19 , 1993 Martha R. Tarrant President EDNAM VILLAGE OWNER' S ASSOCIATION, INC. 24 Ednam Village Charlottesville, VA 22903 Dear Martha : Thank you for your letter of July 19 , 1993 . We also appreciate your time and willingness to discuss and resolve the issues that were brought forth. I wanted to address each of your concerns individually as some issues will be involving the County ordinances and some issues will be strictly between Boar's Head Inn & -Sports Club and Ednam Village Owner' s Association, Inc. I hope this clarifies any questions or concerns that still exist: • The County has established that the noise level cannot exceed 65 decibels. Our intent is to restrict the noise level to 65 decibels. We will be adding an addendum to our current catering contracts that will outline the ,need for compliance to this requirement once the site has been approved. When this contract has been amended, I will forward a copy to you. • The noise level will be monitored by Inn staff during functions that have a band. We will log the decibel readings accordingly. • We will hang sound-absorbing materials on the interior of the tent . The additional plantings are already outlined on the site plan that has been submitted to the County. Ct i Ac.7 ti.1c-1- )' S��eu i5 'A -W'4 D . • We will be positioning the sound systems for bands to face Birdwood Golf Course. Post Office Box 5307 • Charlottesville, Virginia 22905 • (804)296-2181 • FAX (804)971-5733 Martha R. Tarrant July 19, 1993 Page Two • Due to weather conditions and labor availability, we are unable to guarantee the ability to always take the tent down between functions . We have discussed this situation with Ednam Forest in great detail and have agreed that the position of the tent in the proposed site plan will greatly lessen the visual impact to our neighbors and guests. I want to assure you we do not have the intent of keeping the ,tent up any longer than necessary between functions, however, we cannot guarantee that it can removed within specific time frames. Due to the possibility of weather damage and normal wear and tear, we try to keep the tent down as much as possible. Again, we do not anticipate this to be a visual issue with the new site plan. The tent is not a permanent structure but one that is to be utilized for certain events which usually occur during certain periods of the year. • We have committed to the County that we will not schedule a tent function during the swim meets at the Club. We review our business levels whenever booking new business so as not to over commit and we will continue to do so. Our intent is to address the parking and noise problems . By addressing these issues, we feel the number of events will be insignificant. • Parking requirements are established by County ordinance. According to the calculations, we would need to have 80 parking spaces for the tent within 500 feet of the structure. We currently have 80 spaces available for tent use however 16 of those spaces are not located within the 500 feet. We have requested a modification from the County for 16 spaces . Attached for your review is our request for the modification . As we discussed during our meeting, we have ample parking throughout the Boar's Head Inn complex and additional parking in the Boar' s Head office complex. When necessary, we will be providing shuttle service to and from the parking areas . Additionally, shoutd it be needed, we will have Inn personnel directing cars to the proper parking areas on the Boar' s Head " property. This will maintain traffic flow and control over where our guests park. • Enclosed, please find an internal memo that was sent to MicTiael Walton and Buddy Weiner concerning our plans and actions for parking restrictions with the members . As agreed, we will be responding to you on July 23rd on our recommendations to improve these parking situations . • , Martha R. Tarrant July 19, 1993 Page Three • We currently check history on organizations who book any type of functions at -the Boar' s Head Inn whenever possible. • Enclosed, please find a letter drafted to you, Hal Davidson and Patricia Wallace requesting a meeting for the council that we had discussed during our session. I hope that this answers or addresses all of the concerns that were outlined in your letter. Should you have any further comments or concerns, please do not hesitate to contact- ine. Again, we appreciate your time and consideration. _ r Sincerely, BOAR' S HEAD INN & SPORTS CLUB 7a1 �G / Jf yu c•7?-1 Sandra Lee Greenwood General Manager SLG:lt Enclosures cc: George Swingler The Boar's Head Inn&Sports Club 011=32 Page 1 July 9 , 1993 Yolanda Hipski County of Albemarle 401 •McIntire Road Charlottesville, VA 22901-4596 Dear Yolanda: Please accept this as a request for a modification to Section 4 . 12 . 3 .4B. It is my understanding that we are required to have an additional sixteen parking places beyond the 500 foot limit, given the current parking situation at the Boar' s Head Inn complex. We submit the following reasons to support a request for modification: In reference to the site plan: • We will place temporary "no parking" signs during each of the functions. • We would not recommend adding parking spaces to this site as it would be aesthetically detracting from the site when the tent is not erected. • We will be providing, when necessary, a shuttle to and from the buildings and parking areas for tent functions. • The majority of our functions are "in-house" functions which means the attendees will be guests at the Inn. If the function is for in-house guests, they will utilize the parking by tl'eir rooms and walk or shuttle to the tent. Yolanda, I would also put forward, this request for a modification does not conflict with the sound engineering or design practices. Nor is this contrary or pertinent to the purpose or intent of the ordinance. The interest of the public is better served by the current parking/shuttle situation rather than developing a new parking lot which would be unsightly and unnecessary. Post Office Box 5307 • Charlottesville,Virginia 22905 • (804) 296-2181 • FAX(804)971-5733 ATTACKM NT FI jPags2 Yolanda Hipski July 9 , 1993 Page Two Thank you for your attention in this matter. Respectfully submitted, BOAR' S HEAD INN & SPORTS CLUB _ Sandra Lee reenwood General Manager SLG:lt The Boars Head Inn&S por is Club ATTACHMENT F Page 3 June 14, 1993 -. RE " D Amelia McCulley County of Albemarle JUN 1 4 1993 401 McIntire Road Charlottesville, VA 22901-4596 Planning Dept. Dear Amelia: -The following are our recommendations to address the noise and parking issues concerning the tent. - Y Noise Levels • Purchase theatrical materials (see enclosed brochure) to help reduce the noise level . • Position the amplification away from residential areas. • Addendum to catering contracts referencing County requirements which will help us to enforce compliance. Parking The following procedures could be implemented for non-guest functions should additional parking be needed: • Parking attendants would direct cars to designated parking areas around the Club site. • Provide shuttle service to and front the tent. • If needed, temporary no parking signs placed in designated areas in accordance with the County. Sincerely, BOAR' S HEAD INN & SPORTS CLUB Sandra Lee Greenwood General Manager SLG: lt Enclosure Post ()Met. Box 5307 • Charlottesville, Virguua'_29H)5 • (8t34)296-2I81 • FAX (804)971-5733 • MEMORANDUM TO: Buddy Weiner CC: Anne Collins Michael Walton FROM: Sandie Greenwood DATE: July 19, 1993 SUBJECT: RESPONSE TO EDNAM VILLAGE CONCERNING SC PARKING We had agreed to respond to Ednam Village no later than Friday, July 23rd, concerning our plans and actions to address the parking situation at the Sports Club. Their major concerns were the fact the parking occurs on the sides of the roads, inY•thecenter of roads and blocks the entranceway into Ednam Village. We had agreed to review -the following to alleviate this parking situation: • Michael Walton, please establish the outside date that the resurfacing of the parking lot will be complete behind the Sports Club. , • We are going to draft a letter to the membership concerning the parking issues and enclose a map that will outline where parking is allowed. • Additionally, we were going to do an article in the Newsletter outlining the importance of parking in authorized areas only. • Anne and Michael , you were going to get together to look at the feasibility of either having wooden bollards or fencing in the areas that are popular to park but unauthorized. If you all would be prepared to discuss this during the Executive Committee Meeting for July 21st, so we can draft a response, i would appreciate it. Thank you for your time and consideration. SG:lt The Boars Head Inn&Sports Club July 19 , 1993 Martha Tarrant • President EDNAM VILLAGE OWNER' S ASSOCIATION, INC. 24 Ednam Village Charlottesville, VA 22903 Dear Martha: I want to thank you for the time spent discussing the proposed site plan with Boar ' s Head Inn. We appreciate the concerns and issues raised and hope-that we are able to address them accordingly. During our conversations, we had discussed the possibility of forming a council between Ednam Community, Ednam Forest, Ednam Village and Boar' s Head Inn. I had suggested that perhaps this council could meet quarterly or every four months to discuss common issues between the communities and Boar ' s Head Inn . We will be in touch shortly to set up a meeting to establish the purpose and timing of this committee. Thank you for your time and support . Sincerely, BOAR' S HEAD INN & SPORTS CLUB Sandra Lee Greenwood General Manager SLG:lt Post Office Box 5307 • Charlottesville, Virginia 22905 • (804) 296-2181 • FAX (804)971-5733 r r' ._______�___ r 8 r. //•. CROSBY, WALLEY & MORGAN, M.D., P.A. >� CARDIAC, THORACIC AND VASCULAR SURGERY ri� 2827 LYNDHURST AVENUE, SUITE 205 `1�' WINSTON-SALEM, NORTH CAROLINA 27103 1 (919) 768-9510 OR 768-9535 0: FAX (919) 768-4155 1 1DIPLOMATES AMERICAN BOARD OF SURGERY iVAN K. CROSBY, M.D. DIPLOMATES AMERICAN BOARD OF THORACIC SURGERY BRUCE D. WALLEY, M.D. JOEL C. MORGAN, M.D DAVID A. DUNCAN, M.D July 15, 1993 I I Chairman Albemarle County Planning Commission County Office Building 401 McIntyre Road Charlottesville, VA 22902 Re: Proposed Placement of the Boar's Head Tent Dear Sir: In a democratic society the majority usually carries the day minority are the ones that actually suffer. It seems to me that thee majority, of the residents of Ednam Forest and the businesses surrounding the present tent want thf e tent moved to a less visible and prominent area. However, the proposed site which is adjacent to my lot would make me the minority most affected by this move. I should like to register quite strongly my objection to moving it to the site between the Sports Club and my lot on Wellington Drive. If this is a permanent move, then the property owners closely shouctdl,havei thei r,� hti tol�be,ihfomned: About; the noise control programs adjtanto this d sound absorbtion materials, because quite frankly you would not like that large tent to be stuck up against your house, ever. I will be very interested to get some feedback from you and remain incerely indeed, 1. e.„....0A Ivan K. Crosby, M.D. IKC:sp cc: Mr. Harold Davidson 455 Rookwood Drive Charlottesville, VA 22903 RECEIVED JUL 2 0 199.i Planning Dept. °", RECEIVED JUL .: 0 1 9i Planning Dept. 108 Ednam Place Charlottesville, Virginia 22903 July 20, 1993 Ms. Yolanda Hipski County of Albemarle Department of Planning & Community Development 401 McIntire Road Charlottesville, Virginia 22902-4596 Re: Boar's Head Inn Sports Major Site Plan Amendment Dear Ms. Hipski: The primary purpose of my remarks is to state that the true interests and position on this issue by the vast majority of the residents of Ednam Forest, has been misrepresented to the Planning Commission. It has been stated by the president of the Ednam Forest Home Owners Association, in a letter dated July 8, 1993 , to the manager of the Boar's Head Inn that the change in location of the tent from Ednam Drive to the area near the Sports Club satisfies the aesthetic concerns of the Ednam Forest residents that arose from the appearance of the tent at the prior location. This same letter suggests that these residents have no noteworthy objection about the placement and use of the tent as long as and I quote, "while certain details remain to be finalized the progress made to date coupled with your assurance that effort will continue in the established direction satisfies the Board's concern in the matter also and in view of the above the Board will have no official representation at the Planning Commission meeting" . This position by the Board totally ignores the results of a survey of the residents of Ednam Forest made by the Board. It indicated a 90% disapproval of the use of a tent except on a very limited basis for groups which represented the area such as the annual wine festival and other community functions. The residents were not informed that such negotiations between the Board and The Boar's Head Inn were being made. Also according to the Board much, and perhaps even the major portion of these negotiations was done by several Ednam Forest residents with the Board's acquiescence and support, lukewarm or otherwise. I, and perhaps most residents, appreciate the concern and sincere efforts exerted by these residents to give to Board what possibly amounted to a strong and much needed nudge to deal with the issue of the tent. l Page 2 However, the general membership was not informed of these negotiations. The first residents to learn of this proposed site request change were the small number who have real estate parcels which have a common boundary with the Boar's Head land. These 12 parcels were listed in a letter dated Thursday, July 1, 1993 and mailed by the Planning Commission. I received my copy on Tuesday, July 6, 1993. This is indeed a very short notification for a meeting on July 20. Such a short period of time to consider a new site plan request was not adequate and is manifestly unfair to the residents of Ednam Forest. Residents who knew nothing of this request, and privy to the "previous somewhat clandestine negotiations" were not informed of the July 20 date by the Board, until Tuesday, July 13, 1993 . On this day they received a note in their mailbox from the president of the Board. In this letter there is mention of the survey previously alluded to, in which 90% of the residents wanted only very limited use of the tent and only by community organizations. And the letter stated that a copy of the survey was sent to the Planning Commission. -The letter continues in a manner which effectively brushes the survey results aside and makes statements that in effect accepts promises made as to noise control etc. And in a manner which incorrectly misrepresents and speaks for, and accepts, without input by the residents, site location and other proposals and promises by the Boar's Head Inn regarding the use of the tent. On behalf of myself and the residents of Ednam Forest I am asking this Commission to give keen consideration to this inadequate period of time for adequately informing all the Ednam Forest homeowners about the issue before the Board. Sincerely, Lu e Combs, M.D. .Edn.am CommuriI ty .A.ssoci. tJErna 2 Boar's Head Place, Suite 260, Charlottesville, Virginia 22903 July 19, 1993 Albemarle County Department of Planning & Community Development 401 McIntire Road Charlottesville, Virginia 22902-4597 Ladies and Gentlemen: The Ednam Community Association Board of Directors July 16 agreed to withhold our objections to the proposed siting of a tent by Boar's Head Inn near the Sports Club Complex, with the understanding that Boar's Head management will strictly enforce the sound limitation of 65 decibels as allowed by law. Sincerely, Patricia Wallace, Vice-President Ednam Community Association, Inc. PW/sbs cc: S. Greenwood RECEIVED JUL 1 9 1993 Planning Dept. ' F i s 1 23clria.m C0mmur1It1.7- A.63 63 c> JE.La t= c r2 2 Boar's Head Place, Suite 260, Charlottesville, Virginia 22903 July 12, 1993 Albemarle County Department of Planning & Community Development 401 McIntire Road Charlottesville, Virginia 22902-4596 Ladies and Gentlemen: Our Board of Directors have been made aware of the application for permission to construct a 100' x 60' tent near the Sports Club complex at the Boar's Head Inn. After reviewing this proposal, our Board voted to oppose this construction. We feel that the noise from past functions, held in similar structures, has been excessive in decibel level and duration. Our community has enjoyed a good relationship with the Boar's Head Inn in the past, and we feel that they continue to be good neighbors. However, we realize that our residents will be adversely impacted by a permanent siting of a tent which suggests projected increased utilization of the Boar's Head grounds as a party facility. Our Board feels that the noise levels can get out of hand too quickly for the type of events proposed, and they tend to be very difficult for Inn employees to police, much less our overworked County Police force. Prior experience shows this fact, even with events held at the Inn in the recent past. The Planning Department's file- for this proposal contained a copy of a Police Department phone log, showing four calls received regarding noise levels since December 1992. We do not know if the Inn was made aware of the problems before the Police were contacted, but it is hard to believe that they were not aware of the possibility of excessive noise stemming from these events. We feel that the Inn should have had an employee present to prevent sound levels from becoming disruptive to neighbors. If the opinion of the Commission members is opposite of our concerns, and you favor approval of this request, we request that you consider requiring a reasonable curfew be strictly enforced (11:00 or 11:30 p.m.), as well as requiring that the Inn submit a plan for controlling the disturbing sound that most surely will arise from the activities that will be taking place there. Thank you for the opportunity to express our concerns regarding this matter. Sincerely, Patricia Wallace, Vice-President Ednam Community Association, Inc. PW/PgP 'EDNAM VILLAGE OWNERS ASSOCIATION, INC. 24 Ednam Village Charlottesville, Virginia 22903 July 20, 1993 Yolanda A Hipski Albemarle County Dept. of Planning and Community Development 401 McIntire Road Charlottesville, VA 22902-4596 Dear Ms. Hipski: The Executive Committee of the Board of Directors of Ednam Village Owners Association has agreed to accept the Boar's Head Inn's commitment of actions they will take regarding the proposed tent near the Sports Club, as written in the enclosed letter from General Manager Sandra Lee Greenwood dated July 19, 1993. We request that this commitment be incorporated into any Planning Commission's approval plan. If so, we will not object to the permit for the tent pad. Sincerely yours, Martha R. Tarrant, President cc: Sandy Greenwood, Boar's Head Inn Alice Handy, UVa Office of the Treasurer Board of Directors, Ednam Village. John Purinton C. Maurice Flinn J Hamilton Allan Susan Smith John Stillwell Holmes Brown