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SP201700029 Application 2017-12-18 (2)
Albemarle County Planning Application Community Development Department 40*1 McIntire Road Charloftesville, VA22902-4596 Voice: (434) 296-5832 Fax: (434) 972-4126 TIv1P 06000-00-00-05700 1 Owner(s): ST ANNE'S BELFIELD SCHOOL INC ATrN: MICHAEL WAYLETT Application #I SP201700029 ,PROPERTY INFORMATION Legal Description I ACREAGE Magisterial Dist. 'lack Jouett Land Use Primary Semi-public Current .AFD ;Not in A/F District Current Zoning Primary R1 Residential PPLICATION INFORMATION Street Address 399 FAULCONER DR CHARLOTTESVILLE, 22903 Application Type � Special" Use Permit Project IST. ANNE'S BELIFIELD SCHOOL JUNIOR RESIDENTIAL LIFE PROGRAM Received Date 12/18/17 Received Date Final Submittal Date1F12_/JL_8/_17 Closing File Date Submittal Date Final Revision Number CommentsF_- LegalAd Entered By F --Buck Smith i_1_27jje� jdf7- Total Fees Total Paid T, Sub lioatio Comment Amend Existing Special Use Permit t12/18/17 . ............ ........ ........... A CONTACT INFORMATION -------- . .11 . .1 1. -----................. .... ......SCHMIDT,D1ANE M V R CHARLOTTESVILL 22903 4342 9 6 5106 I Signature of Contractor or Authorized Agent Date Cod ntv ofAlbemarle Parcel Has Proffers Genraphical Data Services Division - Room 212 Parcel Has Easements Parol Property Information Ch,a4wl svil6e, ;?A 40, Mel riire Road 22902-4595 Number of Dwelling Units TMP 06000-00-00-05700 Legal ACREAGE A Description Parent TMP - - - F Tax Map 06000 Section 0fl Block QQ Parcel 05700 OPIN 477410908217 MajorSubdiv. jAcreage Total Acres 29.$6 TMP Inactive? ACTIVE 911 STREET ADDRESS INFORMATION - House Nttm Street Name rtment ; city State Z ixx�de 799 FAULCQNER DR CHARLOTTESVILLE 22903 ..............................................................._.................................... _._.............................. _........... ................... 740 FAULCQNER DR CHARLOTTESVILLE :22903 .............. ............. ............................................. ..........................I................ .... 745 ? FAULCQNER DR CHARLOTTESVILLE 22903 ..............._.......... ...........................................................................................................;.............. TSS [ Ft�l II r f1NFG r1R r H!!RI 0TTFC1FT1 I F?4n VNER INFORMATION Narne Street address city... State Zip -77 ST ANNE'S BELFIELD SCHOOL INC ATTN: M1IC S 2132 IVY RD CHARLOTTESVILLE VA 22901 ADDITIONAL PROPERTY INFORMATION Agricultural Forest District: Not in A!F District .� High School District: 'Albemarle Traffic Lone: 144 C Middle School District: 10ouett Voter Precinct: Elem. School District: Greer Magisterial District: Sack Jouett • Metro Planning Area? Census Block Group: 5 CATS Area? Census Tract: Public Water Sewer.IyWater. & Sewer 'Nater Supply Protection Area'? YES Other Rural Land? NQ Watershed: Development Area? I YES World Heritage Site ( National Historic Landmark! Virginia Landmark Register National Register of Historic Places Parcel Has Proffers -1L Parcel Has Easements Current Land Use Number of Structures Number of Dwelling Units Primary: Primary: R1 Residential �+ R1 Residential Agricultural Secondary, _Unassigned Secondary: gra Minor: w Unassigned a i Planned Industrial Park p Unassigned Other Unassigned Natural Resource Extraction Overlay Flood Hazard Overlay$ Airport Impact Area j,< Comprehensive Plan Land Use Neighborhood w_ Plan Area: �Y Primary: Neiahb�orhood Density Residential _ other2: Unassigned Secondary: Unassigned 0ther3: ;Unassigned Minor; Una—igned + Other4: Unassigned Other: ed Other5: (lnaccinnarl Zoning `1950 -1L Zoning Adoored 12 runs P7iar to 1211 LSD Primary: R1 Residential �+ R1 Residential Agricultural Secondary, _Unassigned teimort Protection Overlay w Unassigned Minor: Unassigned i Planned Industrial Park I Unassigned Other Unassigned Natural Resource Extraction Overlay Flood Hazard Overlay$ Airport Impact Area j,< Entrance Corridor Overlay' Scenic Stream Overlay( ACTIVITY INFORMATION PLANNING ACTIV7TIFS BUIL )ING ACTIR?TIF,S App ficatianNtxnb CurrentStatus S ialConditions a- iegonNttmb CurrentPerrnitSt ialConditions WP0200900009 € Complete -Bond_ ;...... B200900356NI CO Issued AT0200800094 Complete -Bond s.......:.............:.......................;...................... A partial refund of 5150 was =�— 8200301444AL Approved .................... _.......................... WP0200600037 :Withdrawn : .............. ................ . B199801411NI ....................................................................: CO Issued ........................................... SUB000000073 ;Invalid/Unknown t...........................................i........................................................................._ ..........................._................ .................... ..... ............................................................................... B199801410.AI CO Issued SR?01700029 Under Review ................ B199b00363MOT CO Issued' .. SR200700053 Approved - ................ see also t.a.x map 60, parcels ............ € B1996001S6AI CO Issued ....._...,._........_.......;.......... " ........_ ......... _........__......_..._.........._.......i.............. .........:.:....._.................. ............. - Printed On: Monday, December 18, 2017 FOR OFFICE USE ONLY SP # Fee Amount $ Date Paid _ ZONING ORDINANCE SECTION _By who? 13,a Applicatio Special Use for ermit Receipt # Ck# By: IMPORTANT: Your application will be considered IN MPLETE until all of the required attachments listed on page 2 have been submitted. Also, please see the list on page 3 for the appropriate fee(s) related to your application. Staff will assist You with these items. PROJECT NAME: (how should we refer to this application.) St. Anne's Belfield School Junior Residential Life Program PROPOSAL/REQUEST: Amendment to SP 2 07-053 �'"� . Vit. d-• � ZONING ORDINANCE SECTION(S). ool facility EXISTING COMP PLAN LAND USEIDENSITY: Institutional, Neighborhood 7, Southern & Western Urban Neighborhoods LOCATION/ADDRESS OF PROPERTY FOR SPECIAL USE PERMIT: 790 Faulconer Drive TAX MAP PARCEL(s): TMP 06000-00-00-057FO & TMP 6000-00-00-057EO ZONING DISTRICT: R1 Residential, AIA - Airport Impact overlay Zoning District # OF ACRES TO BE COVERED BY SPECIAL USE PERMIT if a portion, it must be delineated on a plat): Is this an amendment to an existing Special Use Permit? If Yes provide that SP Number. SP- 2007-053 ® YES ❑I NO Are ou submitting -a relimina site lan with this a lication? El YES [RINNO Contact Person (Who should we call/write concerning this project?): Address 2132 Ivy Road Daytime Phone L__) 434-296-5106 Fax # Owner of Record St. Anne's Belfield School Address 2132 Ivy Road Daytime Phone(___) 434-296-5106 Fax # (_) Applicant (Who is the Contact person representing?): self Address Daytime Phone (_) Fax # () Does the owner of this property own (or have any ownership interest in) yes, TMP 06000-00-00-05700 ❑ Special Use Permits: of Site Development Plan? Ll YES Ll NO M Schmidt City Charlottesville State VA zip 22903 20-4210 E-mail dschmidt@stab.org City Charlottesville State VA zip 22903 20-4210 E-mail dschmidt@stab.org City State zip E-mail abutting property? If yes, please list those tax map and parcel numbers: County of Albemarle Department of Community Development 401 McIntire Road Charlottesville, VA 22902 Voice: (434) 296-5832 Fax: (434) 972-4126 Special Use Permit Application Revised 11/02/2015 Page 1 of 3 REQUIRED ATTACHMENTS & OTHER INFORMATION TO BE PROVIDED for THE APPLICATION TO BE OFFICIALLY SUBMITTED �Urc ne 1 com leted & si ped co of the Checklist for a Special Use Pen -nit. One (11 cony of the Pre -application Comment Form received from county staff d 5gventeen 17 folded copies of a Conceptual Plan. Ud Seventeen (17) conies of a written narrative with section TITLES as follows: PROJECT PROPOSAL The project proposal, including o its public need or benefit; o how the special use will not be a substantial detriment to adjacent lots, o how the character of the zoning district will not be changed by the proposed special use, and o how the special use will be in harmony with the following; • the purpose and intent of the Zoning Ordinance, • the uses permitted by right in the zoning district, • the regulations provided in Section 5 of the Zoning Ordinance as applicable, and • the public health, safety and general welfare. (be as descriptive as possible, including details such as but not limited to the number of persons involved in the use, operating hours, and any unique features of the use) • CONSISTENCY WITH COMPREHENSIVE PLAN The proposed project's consistency with the comprehensive plan, including the land use plan and the master plan for the applicable development area; • IMPACTS ON PUBLIC FACILITIES & PUBLIC INFRASTRUCTURE The proposed project's impacts on public facilities and public infrastructure. • IMPACTS ON ENVIRONMENTAL FEATURES The proposed project's impacts on environmental features. L� One (11 cony of the most recent recorded plat, that shows the Deed Book/Page Number, of the parcel(s) composing the proposed project, or a boundary survey if a portion of one or more parcels compose the proposed -, mect, both of which shall include a metes and bounds description of the boundaries. IJ One (1) conv of ownership information (if applicant is not also the owner). If ownership of the property is in the name of any type of legal entity or organization including, but not limited to, the name of a corporation, partnership or association, or in the name of a trust, or in a fictitious name, a document acceptable to the County must be submitted certifying that the person signing below has the authority to do so. If the applicant is a contract purchaser, a document acceptable to the County must be submitted containing the owner's written consent to the application. If the applicant is the agent of the owner, a document acceptable to the County must be submitted that is evidence of the existence and scope of the agency. Please attach the owner's written consent. /See Attachment A in the Land Use Law Handbook for more information. old As the owner/agent I certify that any delinquent real estate taxes, nuisance charges, stormwater management utility fees, and any other charges that constitute a lien on the subject property, which are owed to the County of Albemarle and have been properly assessed against the subject property, have been paid. PLEASE CONSULT THE LIST OF ITEMS WHICH WILL BE REVIEWED BY STAFF FROM THE LINK BELOW: STAFF ANALYSIS OF ZMA & SP REQUESTS Special Use Permit Application Revised 11/02/2015 Page 2 of 3 Owner/Applicant Must Read and Sign I hereby certify that I own the subject property, or have the legal power to act on behalf of the owner in filing this application. I also certify that the information provided on this application and accompanying information is accurate, true, and correct to the best of my knowledge. By signing this application I am consenting to written comments, letters and or notifications regarding this application being provided to me or my designated contact via fax and or email. This consent does not preclude such written communication from also being sent via first class mail. Signature of Owner/Agent or ContractfZuhaser Date Richard Rath, Jr. �34-0�0 -,510(v Print Name Daytime phone number of Signatory Reauired FEES to be paid once the application is deemed complete: An email will be sent to the application contact once the submittal is deemed complete. What type of Special Use Permit are you applying for? ❑ New Special Use Permit $2,150 $1.08 for each additional notice + actual cost of first-class postage ➢ Legal advertisement (published twice in the newspaper for each public hearing) Actual cost (averages between $150 and $250 ❑ Additional lots under section 10.5.2.1 $1,075 ❑ Public utilities $1,075 ❑ Day care center $1,075 ❑ Home Occupation Class B $1,075 ® To amend existing special use permit $1,075 ❑ To extend existing special use permit $1,075 ❑ Farmer's markets without an existing commercial entrance approved by the VDOT or without existing and adequate parking 527 ❑ Farmer's markets with an existing commercial entrance approved by the VDOT and with existing and adequate parking $118 ❑ Signs under section 4.15.5 and 4.15.5Afiled for review by the Board of Zoning Appeals under the Variance Schedule $538 To be Aaid after staff review for uublic notice: Most applications for a Special Use Permit require at least one public hearing by the Planning Commission and one public hearing by the Board of Supervisors. Virginia State Code requires that notice for public hearings be made by publishing a legal advertisement in the newspaper and by mailing letters to adjacent property owners. Therefore, at least two fees for public notice are required before a Special Use Permit may be heard by the Board of Supervisors. Applications reviewed by the Board of Zoning Appeals, however, only require one public hearing and therefore require just one fee for public notice. The total fee for public notice will be provided to the applicant after the final cost is determined and must be paid before the application is heard by a public body. Staff estimates the total cost of legal advertisement and adjacent owner notification to be between $400 and $450 per hearing. This estimate reflects the average cost of public notice fees for Special Use Permit applications, but the cost of certain applications may be higher. ➢ Preparing and mailing or delivering up to fifty (50) notices $215 + actual cost of first-class postage ➢ Preparing and mailing or delivering each notice after fifty (50) $1.08 for each additional notice + actual cost of first-class postage ➢ Legal advertisement (published twice in the newspaper for each public hearing) Actual cost (averages between $150 and $250 ➢ Special Exception —provide written justification with application - $457 Other FEES that may apply: ➢ Deferral of scheduled public hearing atapplicant's request $194 Resubmittal fees for original Special Use Permit fee of $2,150 ➢ First resubmission FREE ➢ Each additional resubmission (TO BE PAID WHEN THE RESUBMISSION IS MADE TO INTAKE STAFF) $1,075 Resubmittal fees for original Special Use Permit fee of $1,075 ➢ First resubmission FREE ➢ Each additional resubmission (TO BE PAID WHEN THE RESUBMISSION IS MADE TO INTAKE STAFF) 1 $538 The full list of fees can be found in Section 35 of the Albemarle County Zoning Ordinance. Special Use Permit Application Revised 11/02/2015 Page 3 of 3 r__ SPECIAL USE PERMIT CHECKLIST for Vile ur more maps snowing cne proposeo project's regional context and existing natural St. Anne's Belfield/ TMP 06000-00-00-057F0 06000-00-00-057E0 06000-00:00-05700 and manmade physical conditions; X Project Name / Tax Map Parcel Number After the mandatory pre -application meeting, county staff will mark this checklist appropriately so that it is clear to the applicant the information from Section 33.4 (c) that must be submitted with the official application X Required for Provided with existing and proposed or planned streets within and outside of the project; application? application B��id,ti� LSA (County Staff) (Applicant) SECTION 33.4(c) X X X / / YES NO 5) parking envelopes; X 6) public spaces and amenities; A narrative of the project proposal, including its public need or benefit; X A narrative of the proposed project's consistency with the comprehensive plan, _ / v including the land use plan and the master plan for the applicable development area; X A narrative of the proposed project's impacts on public facilities and public / infrastructure. X A narrative of the proposed project's impacts on environmental features. X / A narrative of proposed ways to address impacts from the proposed project. • Vile ur more maps snowing cne proposeo project's regional context and existing natural v and manmade physical conditions; X A conceptual plan showing, as applicable: parcels to be brought into the existing special use permit boundaries, square footage and locations of existing buildings, proposed landscaping locations, proposed sidewalks and other pedestrian walkways, locations and dimensions of vehicle travelways and any proposed changes to existing improvements. X 1) the street network, including circulation within the project and connections to / existing and proposed or planned streets within and outside of the project; I�hofo&pa 5 ----- --------------------------- 2) typical cross-sections to show proportions, scale and streetscape/cross- B��id,ti� LSA sections/circulation; X SeePho4-0g,apk5 3) the general location of pedestrian and bicycle facilities; X / / 4) building envelopes; X / ✓ 5) parking envelopes; X 6) public spaces and amenities; SPECIAL USE PERMIT CHECKLIST 04/2013 Page 1 of 2 X 7) areas to be designated as conservation and/or preservation areas; x 8) conceptual stormwater detention facility locations(Only necessary if grading is required that is greater than 10,000 sq. ft. in area) x 9) conceptual grading; (Only necessary if grading is required that is greater than 10,000 sq. ft. in area) �. Other special studies or documentation, if applicable, and any other information identified as necessary by the county on the pre -application comment form. Documentation from Virginia Department of Health regarding any required upgrades to the existing well and septic systems serving the cottage and the existing house on TMP / V 60-57F. -Documentation from Albemarle County Fire & Rescue stating that the existing driveway does not require any upgrades, and that no new fire hydrants need to be installed to serve the converted structures. - Zoning narrative identifying how the proposed student housing meets the accessory use definition by being customarily incidental to the private school. Please note: There are additional submittal requirements outlined on the official application for a Special Use Permit. Read and Sign I hereby state that, to the best of my knowledge, the official application submitted contains all information marked on this checklist as required for application. r Signature of person completing this checklist Cameron Langille Print Name 12/1/2017 Date 434-296-5832 Daytime phone number of Signatory SPECIAL USE PERMIT CHECKLIST 04/2013 Page 2 of 2 St. Anne's -Belfield School Narrative — Amendment to Special Use Permit SP200700053 December 18, 2017 PROJECT PROPOSAL St. Anne's -Belfield School is accredited by the Virginia Association of Independent Schools (VAIS). The accreditation process is a professional peer assessment of the degree to which a school supports its stated mission in a thoughtful, sustainable and responsible manner. There are 94 VATS accredited schools in the state with 13 located in the Valley region which includes the cities of Charlottesville, Fredericksburg, Harrisonburg and Staunton as well as surrounding counties. Seven of the schools in this region (54%) have residential life programs as part of their operations. St. Anne's -Belfield School has been serving students and families in the Charlottesville Albemarle region for nearly 110 years. Over the years the School has grown, opening the 2017-18 academic year with 942 students from two-year olds to high school seniors. The School has two campuses; an upper campus located in the City of Charlottesville servicing our 9th to 12th grade students including a residential life program housing 83 of these high school students, and our Learning Village campus located in Albemarle County servicing our two-year olds through 8th grade students and providing for the majority of our athletic facilities. St. Anne's -Belfield School continues to receive an A+ Niche grade in multiple categories by website Niche.com. The scores and rankings are determined by school statistics and test scores, as well as opinions shared on the site by parents and students. The School was recently recognized among the 2018 Best Schools in America topping the list of Best Boarding Schools in VA (#2), Best K-12 Schools in VA (#3), and Best College Prep Private High Schools in VA (#4). The School values a diverse community and believes that the best educational experience can only happen when the student body is reflective of a diverse population which includes students with international backgrounds. One of the core values stipulated in our strategic plan says: "Curiosity — that desire to grow, know, ask, create and solve — is both the fuel of learning and an essential ingredient to success in an ever-changing world; it must be encouraged from the earliest years and throughout life. Our goal is to nourish our student's curiosity about themselves, their world, and the diverse people around them, in an educational experience that inspires, challenges, and stimulates innovative, empathetic, and creative thought." Having international students included as an integral part of our upper school student body has brought opportunities for expanded learning and exploration of a multitude of world views. Since the School believes that this integration is essential to providing the type of learning we wish to instill in our students, we are excited for the opportunity to bring this experience to our lower grades through the establishment of a junior residential life program. Our current residential life program is comprised of 71 students from eleven foreign countries and 12 students from the United States. The boarding program accounts for approximately 8.8% of the School's total enrollment. The purchase of the 790 Faulconer Drive property (TMP 60-57F & TMP 60-57E) provides the School a unique opportunity to integrate a small group of international students into our Learning Village community to enhance everyone's educational experience in adherence with the School's values. Our total residential life program will increase to 91(9.6% of total enrollment) and the junior residential life program will account for less than 1.5% of the students on the Learning Village campus. The land dedicated to the residential activity on the Learning Village site (combined existing parcels and newly acquired parcels) comprises less than 10% of the total acreage. Residential life programs are a customary use by independent schools. As noted in the case Lawrence v. Zoning Board of Appeals of the Town of North Branford, customary use is a use "common enough so that it can be said to be a known and accepted incidental use." Customarily incidental use is also defined in The Albemarle County Land Use Law Handbook, section 17-323, as "commonly, habitually, and by long practice been established as reasonably associated with the primary ... use." Becker v. Town of Hampton Falls. The residential life program is also considered accessory use and in "reasonable relationship" to the primary use for the School since both the students served and the land devoted to the use is small in comparison to the primary use and residential life programs are customary for independent schools. On September 6, 2006, the Board of Supervisors approved a special use permit (SP2006-13) for Little Keswick School to allow the building of a new dorm on their property located at 500 Little Keswick Lane. Our application is not requesting the construction of a new building but the renovation of an existing residence to accommodate a boarding activity thereby converting a five -bedroom house to a six bedroom house. There will be little or no additional traffic or impact on the neighboring parcels given the total number of people on the property will vary little from what the structure can currently accommodate. As evidenced by this previous approval of a special use permit for the construction of a dorm for another independent school in the county and the fact that the School has operated a boarding program as part of our school program for well over 80 years, this activity is a customary activity for independent schools and is a necessity for those that have well developed programs for the integration of international students into their school communities. We are requesting an amendment to our special use permit SP200700053 to include the two newly purchased parcels to provide accessory school use. Upon approval of the requested amendment, we will file a Boundary Line Adjustment Application to combine TMP 60-57E and TMP 60-57F with TMP 610-57. The existing houses on TMP 60-57F will be used to house eight international 71h and 8th grade students, create two dorm faculty apartments and one separate faculty residence. The residential life program is embedded in the School's history and traditions and the approval of this request will expand our residential life program across both campuses. TMP 60-57E consists of 3 acres of wooded undeveloped land which provides the School with an opportunity to develop an outdoor classroom space(s) to further enhance our educational programing. The outdoor classroom will be incorporated into the natural habitat and will not consist of traditional buildings but rather space for students to explore nature without any permanent infrastructure. Access between our current Learning Village buildings and these parcels will include nature trails that will not be paved with asphalt or concrete but mulched paths following the terrain of the land. The 790 Faulconer Drive property includes two houses on a little over 6 acres and is currently zoned R-1. The main house is approximately 4,400 sq. ft. and would be renovated to include four student rooms, at least two bathrooms, two dorm parent apartments, and some common spaces. The house is currently configured with 5 bedrooms and 4 % baths. The renovation will not change the existing footprint but only modify the interior to create more distinct living areas for students and dorm parents. The intent would be to have 10 to 14 individuals (students and dorm parents) residing in the main house. The international students would only be in the house during the academic year and would return to their home country during major school breaks including the summer. The second house (the Cottage) would be occupied by a faculty or staff member and their family who would also serve as a dorm parent. The Cottage is a little over 1,000 sq. ft. and currently has two bedrooms and two full bathrooms. The School does not plan to expand the size of this house or perform major renovations. This house would be large enough for a small family. These properties are on separate wells and septic systems. Given the proximity to the Learning Village, it is envisioned that dorm faculty would be recruited from our Learning Village faculty and staff. Heather McMahon, senior planner with Albemarle County Department of Community Development, has toured the site and verified that neither of these structures have any historic significance. The section of Faulconer Drive where the two houses are located is unpaved, gravel, and has very little traffic. We do not anticipate any change in vehicular traffic in or out of the property under our proposal since we will not be increasing the number of cars associated with the two houses. The residential life students are not of the age to drive cars therefore cars will only be associated with the adults living in the residences. The School intents to place Learning Village staff and facility into the three open dorm parent positions. This would allow them to walk to work given the close proximity of the properties. No new roads between the parcels are being proposed. Existing roads will be used for all traffic. A nature trail may be marked between the parcels to allow shorter walking access, if deemed necessary. The property is contiguous on one side with existing School property where the Learning Village is currently situated. The other neighboring property is owned by the University of Virginia Foundation and consists of two residences on 265 acres of land both open and wooded. The property is also contiguous to farm land owned by the Walter Copley McLean Family Trust. There are no residential houses owned by the Walter Copley McLean Family Trust visible from our property. The road terminates at the service entrance to the McLean land is not used as the main entrance. This project will have no impact on neighboring properties due to lack of close proximity. Under paragraph 7 of the Community Meeting Guidelines for ZMAs, SPs, CCPs, and CPAs, applicants may request a waiver of a community meeting if "the project is not likely to generate public concerns, is or such a small scale as to have negligible impacts to the surrounding properties", if county staff indicate that the applicant is eligible for a waiver and if the Board of Supervisor member agrees to the waiver. Since the proposal is small scale and would have negligible impact on the surrounding properties, we would like to request a waiver of the community meeting. Staff has provided us with a listing of owners within a quarter of a mile radius of our property. It includes nine owners including UVA, UVA Foundation, several trusts, VDOT and a few individuals. A list is attached. CONSISTENCY WITH COMPREHENSIVE PLAN The newly acquired parcels (TMP 60-57E and TMP 60-57F) are identified in the Comprehensive Plan as residing in Neighborhood 7, Area B in the Albemarle Development area and designated for mixed use development. Extending these parcels for school use fits within the definition of mixed use, so it conforms to the guidelines of the Comprehensive Plan. IMPACTS ON PUBLIC FACILITIES & PUBLIC INFRASTRUCTURE None IMPACTS ON ENVIRONMENTAL FEATURES None ADDITIONAL DOCUMENTATION Virginia Department of Health: After waiting over 6 weeks for Joshua Kirtley, Virginia Department of Health, to be available for a meeting, we met with him on November 29, 2017. He has not been able to locate design plans for either septic system on the property. We have hired Old Dominion Engineering to inspect and evaluate the septic fields in addition to the two wells on the property. The systems were inspected on December 6th and a written report is forthcoming. We do not have their report at the time of this filing. Albemarle County Fire & Rescue: We met with Shawn Maddox, Assistant Fire Marshal, on Monday October 30, 2017. He was to follow up his visit with a written report. We do not have his report at the time of filing this filing. At this time, we do not have plans to perform any grading or excavation for this project. When we receive the aforementioned reports and if they require improvements, we will prepare the necessary plans and request required reviews. Since we do not know if this will be required, these items are not applicable at the time of the filing. EXISTING ROAD WAY APPROX 12'-0" WIDE 23 KEY: Ellik, 16 <, - UTILITY SHED -1 (486 SO. FTJ UTILITY SHED - 2 (333 SO. FT.) SINGLE FAMILY - 1 (1.333 SO. FTJ SINGLE FAMILY - 2 (4.394 SO.FT.) ALL OTHER BUILDINGS ARE EDUCATIONAL USE (471.500 SO.FT.) X SURFACE PARKING AREA OF "X" SPACES TOTAL EXISTING PARKING SPACES = 334 5 `i -'` t '�• PARCEL NO: 60-57 s. i ACERAGE: 29.86 AC. r i ZONE:Ri Ih EXISTING PARCEL DETAILS b` LEARNING VILLAGE I g {1 a, ST.ANNE S- BELFIELD SCHOOL 799 FAULCONER DR. CHARLOTTESVILLE, VA22903 VICINITY PLAN i J yy -a lu �, AULCONER PROPERTY ( FAULCONER 1 PROPERTY . me's �. +� J / y ST.ANNE'S - LEARNING YI DECEMBER 14, 2017 I 9 �I PROPOSED UNPAVED PEDESTRIAN WALK i EXISTING ROADWAY APPROX 12'-0" WIDE----, r lyl KEY: ■ UTILITY SHED -1 (486 SO. FT.) UTILITY SHED - 2 (333 SO. FT.) SINGLE FAMILY (1.333 SQ. FT.) STUDENT DORMITORY W. FACULTY RESIDENCE (4,394 SQ. FT.) ALL OTHER BUILDINGS ARE EDUCATIONAL USE (117.500 SQ.FT.) X SURFACE PARKING AREA OF "X" SPACES TOTAL PROPOSED PARKING SPACES = 334 5 x ` '407 121 p p�© gS PROPOSED PARCEL DETAILS b1gla LEARNING VILLAGE ST ANNE S - BELFIELU SCHOOL 799 FAULCONER DR. CHARLOTTESVILLE, VA22903 VICINITY PLAN 1 + r S< E'5 - BEL Fi^, NG VILLAGE A + s � an i DECEMBER 14, 2017 111r�,AOlSOI�' I�,�,' ;� S U� D:IVISION'' T.M.60 Pc!.i4 / UNIVERSITY OF VIRGINIA N 06'7' 5-E HUNTER FAULCONER, SR. qua£ LIFE ESTATE i or 06.875 Pg.696 N 48' 44'59"E , -2151 N 6J'55.55 -C N 07.50'49-w 54.01- ' ' �"'• 260.623 Ac. N 29'J2'57'•E 118.77' ' N 42'4017-E +PF 5-.71' N 11' 56"34-E r 41.J0• r X • + - - ' C.B. H1Cq. WrA + D-12 � 119.70• : f l p-10 D-9006 t 1 r IJ'r6Jr-E U rj : 1 Srj- _ 1 IPF Br.h Fr. 2 W. D�r1. /Bawl. S(ucco O.L N 00'!8'77-E 5479• S) -e� v N 09'J5'76 -W IOJ_99• N OJ' 45.4J -E 63.62• N to, 48'70-E\ 157.? 1' N .TS' 44•fJ'E 67.64' N SB' OZ'-J'F 6.J0' \ �r 607 S 74-5Ta w WF le.6J• , / �s7• �j r pr - l�'PaJ� :Ora: erA: T M.60 Pc1.57F �O- Pod CB. we Nouse rQo. —14 L of 74 0-13 PF -PETER W. SCHMIDT & JOYCE S. SCHMIDT T.M.60 PcL57E o 08.810 Pg.200 Lot 72 ^ 3.594 Ac. PETER W. SCHMIDT & 3F 760.10 i.S 44' 40'08-W JOYCE S. SCHMIDr oa6 08.843 Pg. 125 2.577 Ac. - T.A4.60 PcL57C 567 70•Z ST.ANNES BEL FIEL O s 48*00,08-1v SCHOOL, INC. 06.604 Pg.080 3.55 Ac. T. M. 60 Pc1.57A ST.ANNES BELFIELO SCHOOL, INC. 05.604 Pg. 080 5.93 Ac. LOCATION Al -AP (No Sco%e) T.M.50 PCI.24D UNIVERSITY OF VIRGINIA HUNTER FAUL CONER, SR. LIFE ESTATE 05.875 Pg -696 5-00 Ac. � IPF 1 PARCK, 006 rh AC -`5114 l APPROVAFRIGHTI OF WAY ACOU1SITION !f �Z' --------------- DATE COMMISSIONER VIRGINIA DEPARTMENT OF TRANSPORTATION RIGHT OF WAY DIVISION MAG.DIST. Charlottesville COUNTY Albemarle L OTS 72 & 74 MOdiSOn Pork Subdivon os Recorded in 013.170 Po. 418 (V D 0 T Project 6029-002- 122 RW -201) SURVMD BY D. W Richards DISE Oct. 14,1992 S!41 0 77 THIS IS TO CERTIFY THAT ON FEb, /�, /-7955 1 SURVEYED THE PROPERTY SHOWN ON THIS PLAT AND THE TITLE LINES AND WALLS OF THE BUILDING ARE SHOWN HEREON. LOr 72 0065 ,l/Or LIE /N A FLOOD l-lAZA.120 AA¢EA AS DE6/NFD 3y N, L/. D. L Oi 7Q ! Z D 04 � iron JJ20„ &. oP �.7G°�1 233.0 N. 13°/Co'-3 E. / 2yXI 54.23' J II AI. 000 38' 3! ° E.' 1 ° Well L 0 7 7Z N. 011)` 31i' 2Ca° vV. ' 2. SH Ac. 103. N N. 03° 45'43' F. 693.6,0' I tiI.IO°44'20"E �' OC 0 3-5 44 697.6,41' Iron 5. 74` 97'00 W. D Cl Ste *�•&' CERT. No. 1337 s 's, �. s ' .S 9- 10 7 73 Iran 2Q cS's9 Iron Lor 7! ,PHYS/C,QC sURVEY QEV/5ED /-Or 70 'M.4D/50A/ PAQK' 51/60/V/5/0A/, GI-10WAI 01J A 04Ar BY vi/. 9. 1:201-ID46U6H-DATErJ JA(/- IBJ, IIVO3, LOCAs '60 A7. 97. EiELF/ELD SCHOOL, A/E 4!2 CNAQL077'65\//4 L E, Q r BEV4a449 M-IAJi'Y, V/RG/1J1i1. ROUDABUSH, GREEN & GALE, INC, CERTIFIED LAND SURVEYOR — ENGINEER CHARLOTTESVILLE, VIRGINIA DATE. FSb. /,*, FIELD BOOK -- [ q SCALE: FILE NO, 0 a 70 PLAT SHOWING SURVEY TO REDIVIDE LOTS 72 8 74 .1 MADISON PARK" SUBDIVISION BEING A PORTION OF PARCEL 57C, T.M. 60 1. THOMAS GALE JACK JOUET.T DISTRICT C CERT. No. ALBEMARLE CO., VA. 1337 n LAND SUPE WILLIAM S. ROUDABUSH, INC. A ho4,sio4Pl Cerp-410e CERTIFIED LAND SURVEYORS SCALE: L 100' DATE; Jan. 19.1983 CMaAoHesrllle Vitolmis uLE No. 6' FOR RE/'QDATION t1_ �PP�OV 1 --•y •tom- Iree or oiFTnn g a NOTES OWNER: ST ANN,S 6CLFIELD, Inc. I D.8. 4759.296) LEGAL REF: LOT 9To2 portlan of PARCEL 57C,1 TAX MAP 60 (Shown on Plot, In DO 1509,418 B. D.B. 318 PAIR N Denoh, Iron Pin Set. � I �pE FdD I IP N 6° Si 05 E 44.22 54,01 W — 1 j 9So N 7°50 49 T M. 60 PARCEL 24f µ 12°5034'E 42.30 '1/P QO 0 y SO I! 9J 1110. S ~ �NA2°4017•E 54,71 �• � y 4 P °'J ds2lF! 178.77• // � a 9 s LOT 74 / 52.253.59 AC.( ldea 0.70 Ac Addi+ionl ncw „ / N48°4059 A�� ItoFND N 16.42—t'�' m CSE N29°3257�•E N293257E C= G7 89.34 f ) \ N17°2i9E—CID � `\ /t 0.70Ac of lot 12 toadded to f, ILot 74. \ 7 I jig ,70 1 9js9d •opl pa N13°1631 E. 7.S 00 6.0 S) LIP 7-L N13-1631'E'�'—j I - qlr 1 53.19 I � N CP3831 E'-4 ± LOT 72 1 I 2.56 AC.1 ReflectsO.TOAc. Reduction) iiiii 103.49 ` C Ng+3526 W 1, all . . 1 vl I o 63.62 N3°454'SE a� T M. PARCEL 57 0.8. 322 P,589 p0 i � 5 157.21 N10°4024 EI-" o 67.69% x35°4913 E -J � 6.30 N58°024�E�S2 ....___.... _ J . T -M. 60 PARC - ..� S°Str I _ PLAT SHOWING SURVEY TO REDIVIDE LOTS 72 8 74 .1 MADISON PARK" SUBDIVISION BEING A PORTION OF PARCEL 57C, T.M. 60 1. THOMAS GALE JACK JOUET.T DISTRICT C CERT. No. ALBEMARLE CO., VA. 1337 n LAND SUPE WILLIAM S. ROUDABUSH, INC. A ho4,sio4Pl Cerp-410e CERTIFIED LAND SURVEYORS SCALE: L 100' DATE; Jan. 19.1983 CMaAoHesrllle Vitolmis uLE No. 6' COUNTY OF ALBEMARLE Department of Community Development 401 McIntire Road, North Wing Charlottesville, Virginia 22902-4596 Phone (434) 296-5832 Fax (434) 972-4126 Memorandum To: Diane M. Schmidt (dschmidUit tab.or�z), Richard E. Carter (icarter(uzmc-law.com) From: Cameron Langille Date: December 1, 2017 Subject: Mandatory Pre -Application Meeting for TMP 06000-00-00-057FO & TMP 06000-00-00-057EO on 11-20-2017 The following are County staff comments regarding the above noted pre -application meeting. This meeting satisfies the requirement for a pre -application meeting prior to submittal of a special use permit (SP) application. The purpose of for the meeting can be found in Section 33.4 of the Zoning Ordinance and are italicized below, followed by staff comments: (i) provide the applicant and the county a common understanding of the proposed project; The applicant has purchased the properties known as Tax Map Parcel (TMP) 06000-00-00-057EO and 06000-00-00- 057170. The applicant would like to convert the existing single-family residential structure on TMP 06000-00-00-057FO to a residential boarding facility for international students who attend St. Anne's -Belfield School Learning Village campus. This would create a Junior Residential Life Program for the Learning Village campus of St. Anne's -Belfield. The house would be internally modified to serve as a residence for between 8 international students and dorm faculty who will provide supervision during the academic year. It measures approximately 4,400 sq. ft. The house is served by a private well and septic system. There is an existing 1,000 sq. ft. cottage on TMP 06000-00-00-057FO that the applicant would like to be occupied by a faculty and/or staff member and their families in order to provide a "dorm parent" to supervise the students living in the main house. The cottage is served by a private well and septic system that is separate from the well and septic tank serving the main house. The primary campus is located on the adjacent property to the south, with property address 745 Faulconer Drive, TMP 06000-00-00-05700. This property has two existing Special Use Permits approved by the County: SP200700053, and SP199400017. The zoning of the properties is as follows: 1. TMP 06000-00-00-057E0: Rl Residential Zoning District, Airport Impact Area (AIA) Overlay District, and Managed Steep Slopes Overlay District. 2. TMP 06000-00-00-057F0: RI Residential Zoning District, Airport Impact Area (AIA) Overlay District. In order for the proposed uses to be allowed on the properties, the applicant needs to amend SP200700053. This is the existing Special Use Permit for the St. Anne's -Belfield School. The SP amendment will need to request private schools as a permitted use on TMP 60-57E and TMP 60-57F. Private schools require Special Use Permits in the R-1 Zoning District. The residential component on TMP 60-57F may be considered an "accessory use, building, or structure" to the St. Anne's -Belfield school located on TMP 60-57. The applicants will need to provide information with the Special Use Permit application that demonstrates that the proposed residential use meets the definition of accessory use under Section 3.1 of the Zoning Ordinance. If the applicants can satisfy Zoning requirements that demonstrate that the residential component will be "customarily incidental" to the existing private school, the residential uses proposed would then be considered by -right accessory uses to the private school, in accordance with Section 13.2.1(7). This will require approval of a Boundary Line Adjustment Application to combine TMP 60-57E and TMP 60-57F with TMP 60- 57. All accessory uses, buildings, and structures must be "located upon the same lot occupied by the primary use, building, or structure, and located upon land zoned to allow the primary use," as defined in Section 3.1 of the Zoning Ordinance. SPECIAL USE PERMIT CHECKLIST for St. Anne's Belfield/ TMP 06000-00-00-057F0, 06000-00-00-057E0, 06000-00-00-05700 Project Name/ Tax Map Parcel Number After the mandatory pre -application meeting, county staff will mark this checklist appropriately so that it is clear to the applicant the information from Section 33.4 (c) that must be submitted with the official application Required for Provided with application? Staff) application /� SECTION 33.4(c) (County (Applicant) X X YES NO X A narrative of the project proposal, including its public need or benefit; X A narrative of the proposed project's consistency with the comprehensive plan, including the land use plan and the master plan for the applicable development area; X A narrative of the proposed project's impacts on public facilities and public infrastructure. X A narrative of the proposed project's impacts on environmental features. X A narrative of proposed ways to address impacts from the proposed project. X One or more maps showing the proposed project's regional context and existing natural and manmade physical conditions; X A conceptual plan showing, as applicable: parcels to be brought into the existing special use permit boundaries, square footage and locations of existing buildings, proposed landscaping locations, proposed sidewalks and other pedestrian walkways, locations and dimensions of vehicle travelways and any proposed changes to existing improvements. X 1) the street network, including circulation within the project and connections to existing and proposed or planned streets within and outside of the project; X 2) typical cross-sections to show proportions, scale and streetscape/cross- sections/circulation; X 3) the general location of pedestrian and bicycle facilities; X 4) building envelopes; X 5) parking envelopes; X 6) public spaces and amenities; SPECIAL USE PERMIT CHECKLIST 04/2013 Page 1 of 2 Please note: There are additional submittal requirements outlined on the official application for a Special Use Permit. Read and Sign I hereby state that, to the best of my knowledge, the official application submitted contains all information marked on this checklist as required for application. Signature of person completing this checklist Cameron Langille Print Name 12/1/2017 Date 434-296-5832 Daytime phone number of Signatory SPECIAL USE PERMIT CHECKLIST 04/2013 Page 2 of 2 X 7) areas to be designated as conservation and/or preservation areas; X 8) conceptual stormwater detention facility locations; (Only necessary if grading is required that is greater than 10,000 sq. ft. in area) X 9) conceptual grading; (Only necessary if grading is required that is greater than 10,000 sq. ft. in area) X Other special studies or documentation, if applicable, and any other information identified as necessary by the county on the pre -application comment form. -Documentation from Virginia Department of Health regarding any required upgrades to the existing well and septic systems serving the cottage and the existing house on TMP 60-57F. -Documentation from Albemarle County Fire & Rescue stating that the existing driveway does not require any upgrades, and that no new fire hydrants need to be installed to serve the converted structures. - Zoning narrative identifying how the proposed student housing meets the accessory use definition by being customarily incidental to the private school. Please note: There are additional submittal requirements outlined on the official application for a Special Use Permit. Read and Sign I hereby state that, to the best of my knowledge, the official application submitted contains all information marked on this checklist as required for application. Signature of person completing this checklist Cameron Langille Print Name 12/1/2017 Date 434-296-5832 Daytime phone number of Signatory SPECIAL USE PERMIT CHECKLIST 04/2013 Page 2 of 2 Schmidt, Diana <dschmidt@stab.org> RE: Community meeting 1 message Cameron Langille <blangille@albemarle.org> Thu, Dec 7, 2017 at 6:27 PM To: "Schmidt, Diane" <dschmidt@stab.org> Hi Diane, Thanks for sanding me your questions regarding they Community Meeting with t:hr_, CAC. '1'Paercr is t:a process for waivinE; the community meeting, but this has to be reviewed and approved by the supervisors in my Department after the SP application has been submitted. You could include ra written reclue;t to waive the community mer -Ming with your application if you wish to do so. To ease your concerns regarding timing, let nae five you a brief synopsis of what Occurs after you submit the application. Let's assume you submit: by the December 181" deadline. Several staff members will then conduct a CSC review of each SP application during the 1-2 week period following the submittal deadline. If the application is determined to be complet(-?, it will be assigned to a lead planner who then distribr.rtes it to all applicable staff reviewers with the: County and outside agencies. Based or) our internal process schedule your application will be assigned to a planner during the week of January 2"(t if the application is deerned complete durint; the: QC review. The lead planner will contact you (the applicant) during the first week that they are assigned the application in order to provide you with the list of names and addressrs of property owriors that need to be notified for the C:omi-n rnity Meeting. We typically condr.rct a cursory review of the project and the adjacent properties before compiling the notification list. • Due to your tinning constraints, I have compiled a list of potential adjacent: property owners to be notified. The list contains the property owner names and addresses of adjacent properties that are within a quarter mile (1/4 mile) radius of your properties. Please include this email and the list with your application submittal so that staff is aware that this is potentially who you will send letters to. We do not usually compile the list prior to applications submittal, so your lead planner may require a different radius to be used and send you an updated list. I just want to make you aware of this ahead of time. Yes, you may contact Emily Kilroy, they Community Lnta€;errent. Spccialist, to inquire about getting on the January Places29 Hydraulic CAC agenda. I'd also suggest you contact David fox with the Planning Division of CDD. He is our Neighborhood Planner and can help coordinate with scheduling items at the CAC ahead of the actual SP submittal. You can reach him at df�ox@albf--=rnarle,org. The January CAC agenda may already be full. If this is the case, you could hold a cornrnunity meeting at a different: venue and time from the January CAC. Your- lead planner will contact you and assist you with coordinating the community meeting date, and ioc<ation once they are assigned the application. We understand that situations such as holidays may present issues with holding a community meeting within 31 days of the application subrriittal. Please do not be too concerned if you cannot hold the community meeting at the January CAC. I have attached a template for the: CorrrnTrt.rMrty Mrcrtjrjg Letter above. Please be aware that although I was the staff contact for the pre -app rrieehngls, I may not be the lead planner for the actual SP feview. I hope this information helps. Cameron From: Schmidt, Diane [mailto:dschrnidfi,, stab.org] Sent: Thursday, December 07, 2017 4:14 PM To: Cameron Langille<i�lrxirll,cf�<aii�rr,+�ari�.orc:i> Subject: Community meeting Cameron - I had a couple of questions related to our requirement for the community meeting. According to your letter from the pre - application meeting, staff is requiring that we hold this meeting. Under paragraph 7 of the meeting guidelines, there is a process for waiving the meeting, if the project is not likely to generate public concern or is small scale. Would we qualify for this waiver? From my analysis, it appears that there are only two entities that will need to be contacted (other that the required participants from the county) UVA Foundation and the Walter Copley McLean Family Trust. Do you have others on your list that are required under 6(b) of the guidelines? If we file the application by the December 18th deadline, we will be required to notify neighbors by December 31 st in order to give a two week notice period for the next CAC meeting on January 15th. We have a few logistical issues with this sequence given that the School closes on December 15th and comes back from winter break on January 2. Please advise if this is the appropriate sequence of events and if there is any changes that can be made given the holidays. Since I will be working on getting the invitations together next week and then holding them for mail until the application is submitted, I will like to get from you a copy of a sample invitation letter, and the names & address for the staff, PC and BOS members that will need to be included on the invite. Am I able to call Community Engagement Specialist before we file the application to get on their January agenda, since the invitation letters need to be mailed before we are back from break and the application will be filed after our break starts? If we are able to obtain a waiver for the meeting, I would be happy to meet with county representatives in early January to review the project. Thanks for your assistance with this. Best, Diane Drano M. Schmidt St. Anne's -Belfield School Associate Head of Oporations/CFO 2132 Ivy Road Charlottesville, VA 22903 2 attachments Community Meeting Letter template.docx 24K Potential Mailing List St. Anne's Belfield SP 0.25 Mile Radius.xls 36K Parcel ID 06000000002400 060000000024E0 06000000005600 06000000005700 06000000006600 06000000F00800 O6000OOOF00900 06000000F01000 06000OOOF01300 O6000000F01400 O6000OOOF01500 06000OOOF015A0 06000OOOF015A1 Board of Supervisors Liason Diantha McKeel 103 Smithfield Court Charlottesville, VA 22901 Home: 434-296-4931 Cell: 434-306-0113 dmckeel@albemarle.org Planning Commission Member Mac Lafferty 135 West Park Drive Charlottesville, VA 22901 (434}296.6585 (w) rlafferty@gmall.com Places29 - Hydraulic CAC Chair Cynthia Neff cynthianeff@gmail.com County Plannina Staff Elaine Echols, eechols@albemade.org Owner UNIVERSITY OF VIRGINIA FOUNDATION UNIVERSITY OF VIRGINIA FOUNDATION RECTORS & VISITORS OF THE UVA C/O OF MANAGEMENT ST ANNE'S BELFIELD SCHOOL INC ATTN: MICHAEL WAYLETT MCLEAN, MARGARET K & STEPHEN T MCLEAN, TRS; WALTER COPLEY MCLEAN FAMILY TRUST MARK, EARL J OR ANNE G CROWE, ETHEL M, TRUSTEE, OR HER SUCCESSOR ETHEL M CROWE LIVING TRUST NEWCOMB, ROBERT W OR PAULA F RENNICK, GEORGE R OR SHIRLEY M FALCON DRIVE LLC MARGARET L PHILLIPS COMMONWEALTH OF VIRGINIA C/O VDOT RIGHT OF WAY SECTION COMMONWEALTH OF VIRGINIA C/O VDOT ROW SECTION Owner Address City, State, Zip Code PO BOX 400218 CHARLOTTESVILLE VA, 22904-4218 P O BOX 400218 CHARLOTTESVILLE VA, 229044218 575 ALDERMAN ROAD CHARLOTTESVILLE VA 2132 IVY RD CHARLOTTESVILLE VA, 22901 2700 BARRACKS RD CHARLOTTESVILLE VA, 22901 118 FALCON DR CHARLOTTESVILLE VA, 22901 120 FALCON DR CHARLOTTESVILLE VA, 22901 122 FALCON DRIVE CHARLOTTESVILLE VA, 22901 400 COLTHURST DR CHARLOTTESVILLE VA, 22901 119 FALCON DR CHARLOTTESVILLE VA, 22901 117 FALCON DR CHARLOTTESVILLE VA, 22901 1601 ORANGE ROAD CULPEPER VA, 22701-3819 1601 ORANGE ROAD CULPEPER VA, 227013819 Schmidt, Diane <dschmidt@stab.org> RE: St. Anne's Belfield 1 message Heather McMahon <hmcmahon@albemarle.org> Mon, Oct 30, 2017 at 11:16 AM To: "Schmidt, Diane" <dschmidt@stab.org>, "Bogley, Robert" <rbogley@stab.org> Cc: Cameron Langille <blangille@albemarle.org>, Margaret Maliszewski <MMaliszewski@albemarle.org> Hi Diane and Robert, Thank you again, Robert, for taking the time to meet my colleague and me at the site (790 Faulconer Drive) this morning. The historic house has, indeed, been very much compromised with two mid- and late -century additions, and I do not believe the ca. 1917 core that remains is eligible for listing on either state or federal registers. Thanks, Heather McMahon, Senior Planner Albemarle County Department of Community Development 401 McIntire Road Charlottesville, VA 22902 434-296-5832 x3278 hmcmahon@albemarle.org From: Schmidt, Diane [mailto:dschmidt@stab.org] Sent: Wednesday, October 25, 2017 10:05 AM To: Heather McMahon <hmcmahon @a!bernarle.org> Cc: Cameron Langille <hlangille@albemarle.org>; Margaret Maliszewski <MMaliszewski@albemarle.org> Subject: Re: St. Anne's Belfield Heather - There has been a nasty virus going around. Welcome to Fall! Would you be able to reschedule for 10:00 on Monday, October 30? ARTICLE IV THE HEAD OF SCHOOL Section 1. General Responsibilities. The Head of School shall be the chief executive of St. Anne's -Belfield School and shall carry out the administrative and academic policies established by the Board of Trustees. The Head of School shall be responsible for the implementation of employment, curriculum, admissions, discipline, budgetary policy, and for such matters as are specifically provided in his contract of employment. To the extent that a conflict exists between the Articles of Incorporation, these By -Laws and the Head of School's employment contract, the Articles of Incorporation and By -Laws shall control. Section 2. Budget, Annual Report. The Head of School shall prepare a budget for submission to the Financial Resources Committee and an annual report for submission to the Board of Trustees. Section 3. Participation in Meetings of Board of Trustees. The Head of School shall attend and take part in the meetings of the Board of Trustees but may not vote unless he is a Trustee. The Head of School shall be an ex officio member of all standing committees, which he may attend at his discretion, but he may not vote at the meetings of such committees. Section 4. Employment. The Board of Trustees shall select and employ the Head of School of St. Anne's -Belfield School and on behalf of the School, shall execute and deliver a contract of employment outlining the term of appointment, responsibilities of the position, its salary, benefits and conditions of employment. The Head of School's performance shall be reviewed annually. In the event neither party gives the other written notice of a desire to change or terminate the existing agreement by the December 1" immediately preceding the expiration date of the contract, the contract will be deemed to continue on the same terms and conditions for an additional year; provided, however, that each renewal shall automatically incorporate applicable provisions of the Articles of Incorporation or these By -Laws which occur prior to the renewal date. ARTICLE V MISCELLANEOUS Section 1. Execution of Contracts and Other Documents. The Board of Trustees may authorize any officer or officers, agent or agents, in the name of and on behalf of the Corporation to enter into any contract or execute any deed or other instruments, and any such authority may be general or confined to specific instances. Section 2. Checks, Drafts, Etc. All checks, drafts and other orders for payment of money out of the funds of the Corporation shall be signed on behalf of the Corporation in such manner as shall from time to time be determined by resolution of the Board of Trustees or of any duly authorized committee or Trustees. Section 3. Acceptance of Gifts. Any restricted gift of $5,000 or more, or of publicly traded securities with a fair market value of $5,000 or more, not given for an approved project or existing fund, or donation of real or personal property with a fair market value of $5,000 or more, shall be deemed to have been duly accepted only when acted upon affirmatively by a vote of the Board of Trustees. Gifts with a fair market value of less than $5,000 shall be deemed to have been accepted when acted on by the Head of School. Section 4. Fiscal Year. The fiscal year of the Corporation shall commence on the first day of July of each and every year and terminate on the 30th day of June in each year. ARTICLE VI AMENDMENTS Section 1. Amendments by the Trustees. The Board of Trustees shall have the power to make, alter, amend, or repeal the By -Laws of this Corporation at any regular or special meeting of the Board. Any such change, amendment, alteration or intent to repeal, shall be made known to the members of the Board of Trustees by written notice mailed at least seven days prior to the date of the meeting at which the changes are to be proposed. Adopted: 5/28/90 Revised: 12/14/93 (Article I, Section 2. Number and Term of Office) 06/13/97 (Article I, Section 7. Trusteeship Committee) 04/23/98 (Article I, Section 7. Trusteeship Committee) 02/11/02 (Article V, Section 3. Acceptance of Gifts) 05/27/05 (Article 1, Section 2. Number and Term of Office) 04/10/06 (Article 1, 11,11I, IV, V, VI - Change Chairman to Chair, Vice Chairman to Vice Chair, and Headmaster to Head of School) 09/21/09 (Article I, Section 2, Article 1, Section 3, Article I, Section 13, Article I, Section 14) 11/12/12 (Article 1, Section 7 & 9; Article II, Sections 4-9; Article II, Section 7; Article IV, Sections 2 & 4) 02/25/13 (Article 11, Sections 3 & 5) 06/04/15 (Article I, Section 2) 05/23/16 (Article I1, Section 3) 05/22/17 (Article 1, Section 3, a, b & c) A.,St. Anne's -Belfield Schoolq AMENDED AND RESTATED BY-LAWS OF ST. ANNE'S-BELFIELD, INC. ARTICLE I TRUSTEES Section 1. General Powers. The Corporation shall have a Board of Trustees. The business and affairs of the Corporation shall be managed under the direction of the Board of Trustees, and all corporate powers shall be exercised by or under the authority of the Board of Trustees. Section 2. Number and Term of Office. The Board of Trustees shall be comprised of not less than seven nor more than twenty persons. The Trustees shall be divided into four classes, each class to consist of approximately one-fourth of the total number of Trustees. The term of office of each class of Trustees shall be so arranged so as to provide that the terms of office of the classes shall expire sequentially after a four-year period, so that after the initial four-year period or after an appropriate period when the number of Trustees has been increased or decreased, there shall be one-fourth of the number of Trustees elected for a four-year term each year, in accordance with the other provisions of these By -Laws. Notwithstanding the foregoing, the Board shall have the discretion to elect a Trustee to a two-year initial term. Except as provided in Section 3, no person shall serve more than two consecutive terms as a Trustee; the word "term" as used in this sentence means a full four-year period or a two-year initial period. Provided, however, that any person serving as Chair or Vice Chair of the Board of Trustees at the time of the expiration of that person's second four-year term may serve no more than three additional one-year terms. Section 3. Emeritus Status. (a) The Chair of the Board of Trustees, upon [c]ompletion of his term as Chair, if said completion coincides with the expiration of his eligibility to serve as a Trustee in accordance with Section 2, may be elected to serve as a non-voting emeritus Trustee in the capacity of Immediate Past Chair for an additional one-year period. 2132 Ivy Road 1799 Faulconer Drive � Charlottesville VA 22903 (434) 296-5106 www.stab.org (b) [T]he Board of Trustees may, at its discretion, appoint any former Chair of the Board of Trustees as a non-voting emeritus Trustee and/or emeritus Officer of the Corporation. (c) The limitations contained in Section 2 as to the number of Trustees and terms of office and in Section 4 as to attendance will not apply to those in emeritus status. Moreover, the indemnification provision of the Articles of Incorporation, as amended from time to time, shall apply to those in emeritus status. Section 4. Removal; Attendance. Any Trustee may be removed at any time, either with or without cause, at a meeting called for the purpose, and the meeting notice shall state that the purpose, or one of the purposes, of the meeting is the removal of the Trustee. In addition, three consecutive absences from regularly scheduled Board meetings may be deemed by the Board to constitute a voluntary resignation by the Trustee. It is the obligation of each Trustee to ensure that the presiding officer knows, in advance of a meeting, of the Trustee's inability to attend. Section 5. Vacancies. Any vacancy on the Board of Trustees caused by death, incapacity, resignation, removal, disqualification, or any other cause may be filled by the Board of Trustees for a term which shall expire at the next meeting at which Trustees are elected. Upon the expiration of such term, a Trustee may be re-elected to serve the remainder, if any, of the original term of his predecessor. Section 6. Conduct of Meetings. At each meeting of the Board of Trustees, the Chair, or in his absence, the Vice Chair, or in his absence the Treasurer, or in his absence the Secretary shall act as presiding officer of the meeting. In the absence of any of the elected officials, the Trustees may convene and elect a temporary Chair of the meeting for that meeting only. Section 7. Annual and Regular Meetings. The annual meeting of the Board of Trustees, for the purposes of election of Trustees and Officers and for the transaction of such other business as may properly come before it, shall be held at St. Anne's -Belfield School, 2132 Ivy Road, Charlottesville, Virginia in the last quarter of the current fiscal year. The Board of Trustees may also adopt a schedule of additional meetings which shall be considered regular meetings. Regular meetings shall at minimum be four per year and shall be held at such times and at such places, within or without the Commonwealth of Virginia, as the Board of Trustees shall designate from time to time. If no place is designated, regular meetings shall be held at St. Anne's -Belfield School, 2132 Ivy Road, Charlottesville, Virginia. Section 8. Special Meetings. Special meetings of the Board of Trustees may be called by the Chair, or by any three or more Trustees, and shall be held at such times and at such places, within or without the Commonwealth of Virginia, as the person or persons calling the meeting shall designate. If no such place is designated in the notice of the meeting or the meeting is called as herein provided by three Trustees, it shall be held at St. Anne's -Belfield School, 2132 Ivy Road, Charlottesville, Virginia. Section 9. Notice of Meetings. No notice need be given of regular meetings of the Board of Trustees unless a change in the date or time occurs, in which event, written notice of such change shall be mailed to all Trustees five days in advance of such meeting. Notice of Special meetings of the Board of Trustees shall be given to each Trustee by delivering such notice to his residence or business address (or such other place as he may have directed in writing) by mail, messenger, telecopier, telegraph, e-mail, or other means of written communication or by telephoning such notice to him not less than 72 hours before the meeting. Any such notice shall set forth the time and place of the meeting and state the purpose for which it is called. Section 10. Waiver of Notice.,A Trustee may waive any notice required by law, the Articles of Incorporation, or these By -Laws before or after the date and time stated in the notice, and such waiver shall be equivalent to the giving of such notice. Except as provided in the next paragraph of this section, the waiver shall be in writing, signed by the Trustee entitled to the notice, and filed with the minutes or corporate records. A Trustee's attendance at or participation in a meeting waives any required notice to him of the meeting unless the Trustee at the beginning of the meeting or promptly upon his arrival objects to holding the meeting or transacting business at the meeting and does not thereafter vote for or assent to action taken at the meeting. Section 11. Quorum, Voting. A majority of the number of Trustees entitled to vote in accordance with these By -Laws shall constitute a quorum for the transaction of business at a meeting of the Board of Trustees. The act of a majority of the Trustees entitled to vote and present at a meeting shall be the act of the Board of Trustees; provided, that (i) any amendment to the Articles of Incorporation (ii) any sale, lease, exchange, mortgage or other disposition of all or substantially all of the Corporation's property other than in the usual and regular course of business or (iii) the dissolution of the Corporation shall require the affirmative vote of at least two-thirds of the Trustees entitled to vote. A Trustee who is present at a meeting of the Board of Trustees or a committee of the Board of Trustees when corporate action is taken is deemed to have assented to the action taken unless (i) he objects at the beginning of the meeting, or promptly upon his arrival, to holding it or transacting specified business at the meeting; or (ii) he votes against; or abstains from, the action taken. A Trustee shall not discharge his duties as a Trustee by proxy. Section 12. Telephonic Meetings. The Board of Trustees may permit any or all Trustees to participate in a regular or special meeting by, or conduct the meeting through the use of, any means of communication by which all Trustees participating may simultaneously hear each other during the meeting. A Trustee participating in a meeting by this means is deemed to be present in person at the meeting. Section 13. Action Without Meeting. Action required or permitted to be taken at a Board of Trustees meeting may be taken without a meeting if the action is taken by all members of the Board. The action shall be evidenced by one or more written consents stating the action taken, signed by each Trustee either before or after the action taken, and included in the minutes or filed with the corporate records reflecting the action taken. Action taken under this section shall be effective when the last Trustee signs the consent unless the consent specifies a different effective date and states the date of execution by each Trustee, in which event it shall be effective according to the terms of the consent. Electronic mail constitutes a valid and legal action by the Board of Trustees. Section 14. Compensation. The Trustees receive no compensation for their services. ARTICLE II COMMITTEES Section 1. Committees. The Board of Trustees may create one or more committees. The Chair of the Board of Trustees shall appoint members of all standing and special committees. The Committee Chair may select additional members of the committee subject to the approval of the Chair of the Board. The Chair of the Board of Trustees and the Head of School shall serve as ex officio members of each committee. The Chair of the Board of Trustees shall appoint each committee chair, subject to approval by the Board of Trustees. Section 2. Authority of Committees. To the extent specified by the Board of Trustees or in these By -Laws, only the Executive Committee may exercise the authority of the Board of Trustees under Section 1 of Article I of these By -Laws. Section 3. Executive Committee. The Executive Committee shall be comprised of the Chair of the Board of Trustees, the Head of School (ex officio), the other officers of the Board of Trustees and the Chair of each of the standing committees. The Vice Chair of the Board of Trustees will serve as Chair of the Executive Committee. While the Board of Trustees is not in session, the Executive Committee shall have and exercise the authority of the Board of Trustees consistent with the provisions of Section 1 of Article I and Section 2 of Article II of these By - Laws. The Executive Committee, upon request from the Head of School, serves in an advisory capacity on school policy and personnel matters. The Executive Committee is also responsible for reviewing the Head of School's performance annually, including establishing annual performance goals. Section 4. Financial Resources Committee. The Financial Resources Committee shall be responsible for reviewing the Corporation's financial reports and the annual audit; recommending the appointment of an independent auditor; reviewing and recommending changes to the Corporation's financial policies; reviewing the annual operating and capital needs and proposing a budget to the Board of Trustees; creating policies for and monitoring the investment of the School's endowment; reviewing and recommending changes of policies relating to the St. Anne's -Belfield School plant and its use; recommending physical plant needs to the Board of Trustees; and reviewing capital improvement plans and monitoring implementation of approved programs. The majority of this Committee shall be members of the Board of Trustees. Section 5. Committee on Governance. The Committee on Governance shall be comprised of no less than three members and no more than five members, all of whom shall be members of the Board of Trustees and one of whom will be the Chair of the Board of Trustees, who shall also serve as Chair of the Committee on Governance. With the exception of the Chair of the Board, no other officers of the Board of Trustees shall be eligible to serve on the Committee on Governance. Notwithstanding the provision of Article II, Section 1 of these By -Laws, the Board of Trustees shall at the annual meeting elect the members to the Committee on Governance from a slate proposed by the current Executive Committee members. The Head of School shall serve as a non-voting ex officio member of the committee and shall attend all of its meetings. The Committee on Governance shall be responsible for conducting an annual review of the performance of the Board of Trustees and each member thereof, including emeritus trustees, and reporting its findings to the Board of Trustees; developing for approval by the Board of Trustees guidelines relating to the qualification of new members of the Board of Trustees and nominating a slate of candidates for election to the Board of Trustees; nominating a slate of officers of the Board of Trustees Corporation to be considered by the Board of Trustees; and recommending revisions to the By -Laws. All actionable recommendations made to the Board of Trustees by the Committee on Governance, including slates of candidates for election to the Board and officers of the Corporation, must be the result of a unanimous affirmative vote of the full membership of the Committee on Governance. Section 6. Legal and Policy Committee. Upon request, the Legal and Policy Committee may provide guidance to the Board of Trustees and the Head of School on legal and policy matters, including review and recommendations regarding St. Anne's -Belfield School contract forms, and matters relating to insurance. Section 7. Student Life Committee. The Student Life Committee shall be responsible for ensuring that the program of the School reflects the mission and philosophy of the School; advising the Head of School on policies related to the programs of the School; and monitoring the implementation of strategic goals approved by the Board of Trustees. Section 8. Committee Meetings; Miscellaneous. The provisions of Article I of these By - Laws relating to meetings, notice and waiver of notice, quorum and voting, and consents shall apply to committees and their members. ARTICLE III OFFICERS Section 1. Officers. The officers of the Corporation shall be a Chair, Vice Chair, Treasurer, Secretary and such other officers as are deemed necessary by the Board of Trustees. Section 2. Election, Term of Office and Qualifications. The officers shall be elected by the Board of Trustees at the annual meeting of the Trustees or as soon thereafter as practicable. Each officer shall hold office, unless removed, until the next annual meeting of the Board of Trustees or in the event of a sooner vacancy, until his successor is elected and qualifies. In the event of a resignation, the position shall be vacant until filled by the Board of Trustees as provided herein. Any officer may be elected to succeed himself. Unless otherwise specified herein, all officers shall be Trustees. Section 3. Removal. Any officer may be removed, either with or without cause by resolution adopted at any regular or special meeting of the Board of Trustees, subject to notice of at least seven calendar days. Section 4. Vacancies. A vacancy in any office because of death, resignation, removal, disqualification or any other cause shall be filled for the unexpired portion of the term by the Board of Trustees. Section 5. Chair of the Board of Trustees. The Chair shall have general supervision of the affairs of the Corporation, subject, however, to the control of the Board of Trustees. Section 6. Vice Chair. The Vice Chair shall perform all duties of the Chair during the absence of the Chair. He shall be a member ex officio of all committees during the absence of the Chair. Section 7. Treasurer. The Treasurer or his designee shall keep an account of all moneys received and expended for use of the Corporation, and shall make disbursements authorized by the Executive Committee. All sums received shall be deposited by him or his designee in the bank or banks approved by the Executive Committee, and he shall make a report at the annual meeting or when called upon by the Chair. Funds may be drawn only on the signature of the Treasurer or his designee. The duties of the Treasurer, under the approval of the Board of Trustees, may be delegated to an Assistant Treasurer or member of the administration, who need not be a Trustee. The funds, books, and vouchers in his hands shall at all times be subject to verification and inspection of the elective officers of this Corporation. At the expiration of his term of office, the Treasurer or his designee shall deliver to his successor all books, money, and other property of the Corporation. The limitation on number of terms expressed in Article I, Section 2, does not apply to this office. Section 8. Secretary. The Secretary or his designee shall give notice of, record and maintain the minutes of all meetings of the Board of Trustees and shall perform such other duties as may be delegated to the Secretary by the Board of Trustees. The limitation on number of terms expressed in Article I, Section 2, does not apply to this office.