Town of Manchester, Vermont
Development Review Board
Meeting Minutes – May 4, 2022
Development Review Board Present: Tim Waker, John Watanabe, Ray Ferrarin, Cathy Stewart, John Kennedy.
Staff Present: Planning & Zoning Director Janet Hurley.
Also Present: Bob Short, Steve Wilson, Ed Clark, Jim Deyo, Greg Sukiennik (via Zoom), Mike Nawrath (via Zoom), Unknown (via Zoom). ______________________________________________________________________________________________________________
Hurley initiated recording, Waker called the meeting to order at 7:31 p.m.
Minutes of the April 6, 2022, Meeting.
Ferrarin motioned to approve the minutes of the April 6, 2022, meeting. Stewart seconded the motion. The motion carried 4-0-1, with Kennedy abstaining.
Waker reported on the site visits held at 5:00 at 188 Depot Street and 5:20 at 114 Elm Street before this meeting,
Robert Short, 114 Elm Street, Site and design plan review for office use by property management firm. Application2021-11-122.1, Tax Map ID 37-50-31.00.
Waker administered the oath to Bob Short. Hurley displayed the site plan on screen. Short explained the change in tenants and need for setback waivers for waste enclosures on either side of the building. He distributed email exchanges with his westerly neighbor Sean Dillon demonstrating that Dillon is in agreement with the plan. Short said that the enclosure, which he initially proposed to be vinyl, would be constructed of wood at 5’ height per recommendation of the Design Advisory Committee. He said he was amenable to reconfiguring the parking as suggested in the staff review and to employ flex stakes to demarcate the edge of the nose-in parking spaces.
Short described his plan to install four more pyramid yews at the southeast property corner, and said he would plant one more adjacent to the town parking lot at the other end of the hedgerow. He considered the suggestion to remove pavement in the northeast corner of the lot and landscape it in the long term, but worried that snow removal would make it challenging to landscape there. Hurley suggested a stone infiltration bed may be more appropriate in that case. Short said that the Benjamin Moore sign would be covered with a vinyl Vacasa sign under separate permit. Ferrarin asked whether The Glass Shop or Vacasa stored hazardous materials on site. Short said that neither stored hazardous materials.
Watanabe asked when the scaffolding would be dismantled. Short responded that it would be removed after repairs, installation and painting of siding and trim was finished. Waker asked for clarification on where the waivers would be needed. Short said a waiver for the Vacasa dumpster enclosure is needed on the west side, and another for The Glass Shop dumpster enclosure on the east side. Waker asked how many employees there would be on site. Short said there would be one to two people working in The Glass Shop and two to three people on site for Vacasa for only a few minutes at a time.
Kennedy asked whether the waste was trash or recycling. There was discussion about trash versus recycling waste and which Vacasa was generating. Waker asked how far the Vacasa dumpster enclosure would be from the west property line. Short estimated it to be a foot away from the property line. Watanabe asked whether the enclosure fencing would be painted. Short confirmed it would be painted to match the building. Kennedy reiterated that recyclables should not be mixed with trash and asked whether there would be a separate container for recyclables. Hurley said that state law requires them to be separated.
Watanabe said that the reality is that people mix them and Casella conducts some sorting at the transfer station. Waker asked whether one dumpster could contain recycling and the one on the other side could contain trash. Short explained that Vacasa does not deposit large items in the dumpster on site, but rather takes large items or overflow directly to the transfer station. He said Casella empties the Vacasa dumpster two to three times per week to keep the dumpster from overflowing. Short does not want a larger dumpster. Waker stressed that the dumpster lids should be closed at all times when not in use. Short agreed and said he has an agreement with the tenants that garbage must be contained.
Waker asked what Vacasa’s hours of operations were. Short said that their operations are 7 am to 7 pm, but mostly from 8 am to 4 or 5 pm. Short confirmed that the tenant contracts directly with Casella. Ferrarin asked whether the Vacasa manager is there daily. Short confirmed she is there Monday through Friday. Watanabe asked what their territory is. Short said the territory included Danby, Dorset, Londonderry, Stratton, Arlington and everything in between. He said they have another territory centered in Rutland and another in Burlington. Waker wondered whether the east side dumpster enclosure would be difficult to access. Short explained that his 8’ wide glass truck with side racks can access the area without difficulty. Waker asked about the surface that the dumpsters would be on. Short said the enclosures would be over 8’ x 8’ Shurpak. Waker recommended harder surface to facilitate wheeling the dumpsters out of the enclosures. Short said he was amenable to black topping it.
Waker asked Short whether neighbors other than Dillon had communicated with him concerning the waiver request. Short indicated none had. Hurley clarified that no other neighbors expressed concern. She also noted that the gas station/Firefly site will also be coming in for site plan review soon. Waker proceeded through consideration of the waiver criteria. He noted mitigation includes screening and building repair. Waker asked what the timeframe on these measures would be. Short indicated that the building repairs would be accomplished by first part of August. Watanabe noted that Dillon requested a change to the Casella pick up time from 6:00 am to later. Short assured he would do what he could, but it was acknowledged that Casella may not be able to accommodate the request and Dillon knows this.
Waker asked Short for confirmation that the parking spaces would be delineated with paint. Short said they would be and the flexible delineators would be employed as suggested. Waker asked that the flood lights be shielded. Short indicated they would be and probably replaced with new. Waker suggested sharing the specifications with Hurley before purchase. Short said the same sign panel for Benjamin Moore will be covered with new graphics for Vacasa. Waker asked board members for comments. Kennedy expressed concern about increased truck activity that this use was adding to the neighborhood, which he characterized as consisting of half residential use. Short indicated that winter months are peak season for Vacasa and three times per week garbage pickup would be the maximum activity. He added that activity would be less in the summer. Kennedy suggested that Casella could do some consolidation of pickup and routes. Hurley stressed that the DRB cannot dictate Casella’s schedule. Watanabe asked about overnight parking. Short said that he allows no overnight parking.
Ferrarin motioned to close the hearing. Watanabe seconded the motion. The motion carried 5-0-0.
McDonald's USA, LLC, 188 Depot Street, Conditional use, site and design plan review for amendments, including addition of a second drive-through lane. Application 2018-11-106.4, Tax Map ID 32-52-40.22.
Waker administered the oath to Steve Wilson. Wilson explained that changes to the site associated with ADA compliance were approved a few years ago and the current proposed drive-thru and building improvements changes are to be rolled into those previously approved. He described the plan for adding a second lane and order point and a 50 sq. ft. bump out to serve as a payment window. He explained these improvements should improve efficiency of the drive-thru and thereby alleviate recent stacking issues. The bump out will be brick to match the rest of the building. Other building improvements include painting the siding in a taupe color and increasing the diameter of columns to give more weight to the front of the building. New wallarches were described and Wilson said the freestanding sign would be refreshed along with the directional, and uplighting will be replaced with downlighting. The existing windowarch will be removed.
Watanabe asked what happens with the menu boards at night. Wilson said they will be turned off once the restaurant is closed. Wilson added that the cedar roofing shingles are at the end of their life and to be replaced with a dark architectural asphalt. Waker asked whether the DAC expressed concerns with the roofing change. Watanabe reported that the DAC not express concerns with the roofing change, although they did not see the mockup. Hurley asked Wilson to email her the mockup depiction of the building changes (without the bump out). Wilson said he would do so. Watanabe asked about directional signage. Hurley noted that they are missing, to be replaced, and they were wooden to match the freestanding sign structure.
Waker asked Hurley what the parking requirements are for the restaurant. Hurley reviewed the take out restaurant definition and the parking standards for takeout restaurants of one per 75 sq. ft. of active floor area. Based on the floorplan, board members estimated a need of between 35 and 39 parking spaces. Wilson noted the plan provides 37 spaces. Waker expressed that he thinks ordering is not the slow point in the drive-thru process, but rather the preparation is the slow point; so he is skeptical that adding a second order window will alleviate the stacking issue. There was discussion about how the second order lane would decrease stacking.
Kennedy asked if this setup is used at other McDonald’s. Wilson indicated it was. Deyo offered that he sees occasional stacking but does not see it as a problem; although backing out of parking spaces may contribute to stacking on the site. If there is a line, Deyo said he would park and walk in. Watanabe asked how much of a problem the stacking is. Hurley explained that it was more of a problem during COVID, but at peak hours it occasionally blocks traffic on Depot Street. Ferrarin remarked that the setup must be functional for other McDonald’s sites. Wilson noted that there is an entire building in Chicago devoted to the science of drive-thrus. Kennedy added that there will also be mobile to go orders and accommodations on the site, which minimizes drive-thru needs on the site.
Waker directed the discussion to stormwater and designing landscaping beds to infiltrate stormwater. Wilson explained that the pavement at the rear of the site would need to be retained to allow circulation by tractor trailers and garbage haulers. Wilson agreed that breaks in the concrete curbing around the perimeter could be possible at the front corners of the property. Wilson explained that the site is sloped to drain to existing catch basins. Waker asked about the unenclosed dumpster. Wilson said he would check on whether that exterior dumpster is needed and if so a new bigger corral would be installed to encompass it with the grease trap. Wilson indicated he would revise the site plan to show the propane tanks properly, McDonald’s standard is to construct enclosures of Trex material. Hurley confirmed that this could be administratively approved. Wilson confirmed that the plans would be revised to show the water service curb stop.
Hurley explained the recent history of flooding on the site. Wilson confirmed that the catch basins have standing water in them and need to be vacuumed. He confirmed that this will be accomplished as part of this construction project and they will be routinely maintained thereafter. Kennedy noted uneven surface at the exit drive. Wilson said this could be addressed with new overlay to smooth out the transition. He confirmed that he would correct the address on the plans and that new sign lighting would be installed to replace the uplighting. Hurley confirmed this could also occur administratively. Wilson confirmed that the audio system is designed to adjust to not exceed desired levels based on ambient conditions. Watanabe asked if there were plans to bury the propane tanks. Wilson said there were not. Stewart expressed trust that McDonald’s has the experience to make the site functional. Wilson confirmed that there is a new operator at this and the Rutland McDonald’s.
Stewart motioned to close the hearing. Ferrarin seconded the motion. The motion carried 5-0-0.
Deyo Clark Expedition, LLC, 6225 & 6229 Main Street, Site plan review of contractor’s yard use with construction of 58’ x 40’ steel building, Application 2022-02-008, Tax Map 16-20-10.00, continued hearing.
Waker administered the oath to Jim Deyo and Ed Clark. Hurley displayed the revised site plan. Deyo described the yellow shading as area that he is seeking for use as a landscape yard with structures and materials throughout. Some structures are located in what he thinks are maximal locations, but he would like the ability to function with various configurations as needed. He would operate respectfully to keep it clean and orderly. He noted the dumpster location as shown, but suggested it could be relocated to a back corner if the front corner would be better used for another activity. In addition to the tree plantings to screen the dumpster and other activities within, he would install three sections of fencing to make an enclosure for the dumpster.
Clark noted that he and Deyo control the whole site and would implement an exit only policy for the Hunter Park Road driveway. There was discussion about the exit drive. Deyo acknowledged that such a configuration would not be proposed or approved now, but this is an existing situation that he and Clark can control. He hopes not to have to implement the gate that is shown on the plans, but would do so if need be. Without the exit drive, he points out, they would have to use the Main Street driveway for 100% of their activities on site. There was discussion about the proximity of the proposed barn to the exist drive.
There was more discussion of the idea of allowing use of the whole area as the landscaping business needs. Deyo said that they need to use the side porch to store materials and equipment. He said it may look nice, but it will need to be functional for them. There was discussion about needing a separate site plan for the adjacent site and that the two sites are separate. Deyo said they are uncomfortably tight at the current location and need to alleviate that with transfer of some activity to this new site. Waker stressed the importance from a visual stand point of the front corner being kept clean and tidy from the perspective of southbound drivers on Main Street.
Ferrarin asked when the barn would be erected. Deyo said he did not know due to price. He asked if he could temporarily install fencing until the barn was built, or permanently in the worst case scenario that the barn was not built on site. Board members expressed support for this idea. Deyo confirmed that the power line would be buried from the adjacent utility pole to the building.
Kennedy motioned to close the hearing. Stewart seconded the motion. The motion carried 5-0-0.
Other Business.
Stewart motioned to extend the meeting for ten minutes. Kennedy seconded the motion. The motion carried 5-0-0.
Waker expressed that Hurley should not have to be the target of disgruntled permittees. Board members agreed, but they and Hurley noted that it goes with the job. Hurley reported that she will need to take some vacation time and would not be staffing a June meeting. Waker asked whether there were any applications on the horizon. Hurley noted there were marijuana businesses being contemplated. She updated the board on the proposed changes to the ordinance to address cannabis establishments.
The meeting ended at 9:40 according to the rules p.m. Hurley ended the zoom session.
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For the Development Review Board Date