A. 
This section sets forth the review and approval procedures that apply generally to applications required or authorized in this chapter.
B. 
The specific procedures followed in reviewing various applications for development approval differ. Reference shall be made to the appropriate section in this chapter which addresses the procedures and requirements of a particular application. Generally, the procedures for all applications have three common elements:
(1) 
Submittal of a complete application, including required fee payment along with appropriate information;
(2) 
Review of the submittal by appropriate staff, agencies and boards; and
(3) 
Action to approve, approve with conditions, or deny the application.
C. 
Submittal dates are established in the Procedures Manual for each type of specific application.
[Amended 10-28-2025 by Ord. No. 25-15]
A. 
Purpose. A pre-application conference provides an applicant with information on the applicable provisions of this chapter. The conference also informs the applicant about the preparation of the application and allows an informal discussion of the application and the review process. The conference also familiarizes City staff with the characteristics of a property and its proposed use or development.
B. 
Mandatory. Except for applications initiated by City staff, the Planning Commission, or the City Council, the pre-application conference between the applicant and the City staff shall be mandatory before submission of the following types of applications:
(1) 
Zoning Map amendments (with or without proffers);
(2) 
Special use permits;
(3) 
Special exceptions; and
(4) 
Changes of use, unless exempted by the Zoning Administrator and/or the Building Official.
C. 
Optional. A pre-application conference is optional for any application other than those listed above, if desired by the applicant.
D. 
Non-binding. The pre-application conference is intended to facilitate the application process. Discussions held within or in relation to a pre-application conference, and comments or information provided by any member(s) of the Technical Review Committee, are not binding on the City and shall not constitute any official action or decision of the City or its officers, agents or employees. Persons seeking official determinations or decisions from the City are required to officially submit an application in accordance with applicable provisions of this chapter.
Forms required for or in connection with applications to be made under this chapter are available in, and shall be filed with the offices of the Zoning Administrator, the Development Administrator, or the Stormwater Administrator.
A. 
The receiving administrator shall establish the requirements for the content and form for each type of application reviewed under this chapter, and amend and update these requirements as necessary to ensure effective and efficient review. These materials shall be placed in the Procedures Manual.
B. 
The applicant bears the burden of ensuring that an application contains sufficient information to demonstrate compliance with all applicable standards.
The City Council shall adopt an ordinance to establish application fees, and may amend and update those fees from time to time, in accordance with Code of Virginia § 15.2-107.
A. 
On receiving an application, the receiving administrator shall, within a reasonable period of time, determine whether the application is complete. A complete application is one that:
(1) 
Contains all information and materials established in this chapter or specified in the Procedures Manual as required for submittal;
(2) 
Is in the form established by the receiving administrator as required for submittal of the particular type of application;
(3) 
Includes information in sufficient detail to evaluate the application to determine whether it complies with the appropriate review standards of this chapter;
(4) 
Is accompanied by the fee established for the particular type of application; and
(5) 
With a Zoning Map amendment, special exception, special use permit, variance, or other land disturbing permit application, including erosion and sediment control permits, the applicant shall provide satisfactory evidence that any delinquent real estate taxes, nuisance charges, stormwater management utility fees, and any other charges that constitute a lien on the subject property, that are owed to the locality and have been properly assessed against the subject property, have been paid.
B. 
On determining that the application is incomplete, the receiving administrator shall notify the applicant in writing of the submittal deficiencies. The applicant may correct the deficiencies and resubmit the application for completeness determination.
C. 
On determining that the application is complete, the receiving administrator shall accept the application as being officially submitted and shall schedule the application for review and action in accordance with the procedures and standards of this chapter. Any application requiring a review and recommendation by the Planning Commission shall be deemed referred to the Commission as of the date of official submission.
[Amended 2-24-2015 by Ord. No. 15-05; 1-10-2017 by Ord. No. 16-28; 5-23-2017 by Ord. No. 17-13; 10-28-2025 by Ord. No. 25-15]
Table 72-21.7, Development Review Structure, summarizes the roles of the advisory and decision-making bodies that participate in the process of review and approval of applications required or authorized by this chapter.
Table 72-21.7: Development Review Structure
D = Decision R = Review/Recommendation A = Appeal <> = Public Hearing
Specific Review Procedure
City Council
Planning Commission
BZA
ARB
Zoning Administrator
Development Administrator
Administrative Decisions — Zoning
Administrative Modification
<A>
D
Corridor design review — all other than ARB
A
D
Enforce and administer conditional zoning
A
D
Fence permit
<A>
D
Home occupation permit
<A>
D
Nonconforming use, change
<A>
D
Nonconforming use, minor expansion
<A>
D
Residential lot grading plans
D
Sign permit
<A>
D
Site plan; site plan exceptions
D
Temporary use permit
<A>
D
Zoning map interpretation
<D>
R
Zoning permit
<A>
D
Zoning verification
D
Legislative and Other Decisions
Certificate of appropriateness
A
<D>
R
Certificate of public facilities
A
<D>
R
Comprehensive Plan amendment
<D>
<R>
R
Special exception
<D>
<R>
R
Special use permit
<D>
<R>
R
Text amendment
<D>
<R>
R
Zoning Map amendment
<D>
<R>
R
-Conditional zoning
<D>
<R>
R
-Planned Development
<D>
<R>
R
Variance
R
<D>
R
Subdivisions
Final plat
R
D
Preliminary plat
D
Subdivision exception
A
D
[Added 5-23-2017 by Ord. No. 17-13]
Notice of public hearings shall be provided as follows:
A. 
Published. Notice of a public hearing before the Architectural Review Board, Board of Zoning Appeals, Planning Commission, or City Council shall be published as required by Virginia Code § 15.2-2204; for Zoning Map amendments, as also provided by Virginia Code § 15.2-2285C.
B. 
Written notice. Written notice of a public hearing for new construction before the Architectural Review Board, and for any public hearing before the Board of Zoning Appeals, Planning Commission, or City Council shall be provided as required by Virginia Code § 15.2-2204; for Zoning Map amendments, as also provided by Virginia Code § 15.2-2285C.
C. 
Posted notice. Notice of a public hearing before the Board of Zoning Appeals, Planning Commission, or City Council shall be posted for any application or transaction affecting 25 parcels of land or fewer, as follows:
(1) 
The sign shall be posted at least five days before the public hearing and shall remain posted until after there is final action on the application or the application has been withdrawn.
(2) 
The sign shall be erected within 10 feet of each boundary line of the parcel(s) that abuts a street and shall be so placed as to be clearly visible from the street. If more than one street abuts the parcel(s) then either (i) a sign shall be erected in the same manner as above for each abutting street; or (ii) if the area of the parcel(s) to be used if the application was granted is confined to a particular portion of the parcel(s), a sign erected in the same manner as above for the abutting street that is in closest proximity to, or would be impacted by, the proposed use. A sign need not be posted along Interstate 95 or along any abutting street if the sign would not be visible from that street. If no street abuts the parcel(s), then signs shall be erected in the same manner as above on at least two boundaries of the parcel(s) abutting land not owned by the applicant in locations that are most conspicuous to the public.
(3) 
Each sign shall state that the parcel(s) is subject to a public hearing and explain how to obtain additional information about the public hearing.
(4) 
The applicant shall diligently protect each sign from vandalism and theft, maintain each sign in an erect position in its posted location, and ensure that each sign remains legible. The failure of an applicant to comply with these responsibilities may be cause for the body to defer action on an application until there is reasonable compliance with this subsection.
(5) 
It shall be unlawful for any person to remove or tamper with any sign, except the applicant performing maintenance required by this subsection or the Zoning Administrator.
(6) 
The body conducting the public hearing may defer taking action on the pending transaction if it finds that the failure to comply with this subsection materially deprived the public of reasonable notice of the public hearing.
(7) 
No action shall be declared invalid solely because of the failure to post notice as required by this subsection.
D. 
Website notice. The relevant administrative staff shall post each public hearing notice on the City's official website at least 14 days prior to the public hearing. No action shall be declared invalid solely because of the failure to post notice to the City website as required by this subsection.
[Added 5-23-2017 by Ord. No. 17-13; amended 10-28-2025 by Ord. No. 25-15]
A. 
Written notice. Written notice of administrative actions, when required by this article, shall be provided as follows:
(1) 
The Administrator shall give, or require the applicant to give, all adjacent property owners written notice of the application, and an opportunity to respond to the application, within 21 days of the date of the notice.
(2) 
Notice sent by certified mail to the last known address of such owner as shown on the current real estate tax assessment books or current real estate tax assessment records shall be deemed adequate compliance with this requirement.
(3) 
Notice sent by the Administrator may be sent by first class mail; however, a representative of the department shall make an affidavit that such mailings have been made and file such affidavit with the record of the application.
B. 
Website notice. When required by this article, the Administrator shall post notice of the application on the City's official website at least five days prior to any action on the application.
C. 
Posted notice. When required by this article, the Administrator shall post notice of the application on the subject property, in accordance with the standards in § 72-21.8.
D. 
No administrative action shall be declared invalid solely because of a failure to comply with the notice requirements in § 72-21.9A through C above if such notice is not otherwise required by state law.