APRROVED 8/17/06 AS CORRECTED
Town of Sanbornton
573 Sanborn Road PO Box 124 Sanbornton NH 03269
Draft Planning Board Minutes
August 3, 2006
The meeting opened at 7:08 pm with the following members in attendance: Helmut Busack, Chairman; Don Bormes, Vice Chair; Ralph Carter, member; Cindy Merchant, Ernie Martel and Carmine Cioffi, Alternates; Andrew Livernois, Selectmen’s Representative; and Bob Ward, Town Planner.
1. Role Call
As listed present above. Dick Gardner, member; was absent.
2. Seating of Alternates
Ernie Martel was seated as an alternate for Dick Gardner.
3. Action on Minutes
a. Andrew Livernois made a motion to accept the minutes of July 20, 2006, 2nd by Don Bormes. Grammatical errors were made, Ralph Carter and Ernie Martel abstained from voting as they were absent on July 20, 3 members left seated voted to accepted as corrected. Minutes approved.
b. Bob Ward handed out copies of the minutes from past meetings that needed approval from the 5/16, 6/6, and 6/15/06 meetings.
Andrew Livernois made a motion to approve the minutes of May 16, 2006 2nd by Ralph Carter. With no discussion or corrections, vote taken and all were in favor. Minutes approved.
Don Bormes made a motion to approve the minutes of June 6, 2006 2nd by Chairman Busack. With no discussion or corrections, vote taken and all were in favor. Minutes approved.
Andrew Livernois made a motion to approve the minutes of June 15, 2006 2nd by Chairman Busack. With no discussions or corrections, vote taken and all were in favor. Minutes approved.
Before moving on, Chairman Busack addressed his concern regarding the signing of the Planner’s time sheet weekly. It was decided that Chairman Busack would stop in the Town Office on Tuesdays for signature. Also discussed was how the members get the minutes. The secretary stated that they are sent to the web site immediately following completion and posted in the Town office lobby and the Post Office. It was decided that the two members not having internet access, a copy will be mailed to Ralph and a copy will be left with Cindy at the Post office.
Ralph Carter addressed item #7 in the July 20, 2006 minutes and felt that members that are absent need to get the information from meetings. It was discussed and agreed this will be part of the Secretary/Clerk position the board is advertising for. The secretary stated that it was previously done this way and that absent members could pick up there packets during the week in the Planning Board mailbox.
4. Old Business
a. Discussion concerning revisions/updating Zoning Ordinance
Bob Ward discussed the Zoning ordinances with respect to the copy he found in the Planner’s Office area dated March of 2003. After discussion with the board, it was decided that the information as voted at previous town meetings for 2004, 2005 and 2006 need to be added to this document. Bob states he will add this to his “to-do” list that he is compiling to be prioritized by the board at a future meeting.
b. Discussion concerning revisions/updating Subdivision Regulations
Bob Ward reported that he took off the web site what appear to be the regulations that the board has been working on. Bob suggests the he will review this document in full and come back to the board with suggestions for areas of updating or improvement.
c. Discussion concerning Master Plan Process
Bob Ward questioned the date of the last update of the last Master Plan. It was mentioned that the last update of record is 1995. Chairman Busack stated that the former planner was working on the review and working with Mr. French. Chair Busack suggested that Bob Ward contact Mr. French.
Bob also suggested that a joint meeting be held with the following boards: ZBA, Conservation Commission, Planning Board, Selectmen, and the CIPC, to discuss the trends in town, the needs of the community and decide what topics will be discussed at a public hearing. This meeting will be chaired by the Planning Board Chair. Bob Ward will contact Sanbornton Central School to check availability in September and bring info back to the board.
5. New Business
a. Discussion concerning Planning Board Secretary/clerk job description
Bob Ward presented the board with the copy of the current responsibilities that the secretary position requires. He also presented an updated version with three additions and put the duties in a chronological order of function. After discussion, the board suggested that Bob give this information to the Town Administrator to advertise and check into the budgetary allotment for a secretary in the planning board budget.
5. b Discussion concerning Planning Board Secretary/clerk recruitment
Andrew Livernois suggested that the Board of Selectmen be informed that the planning board is looking to hire a secretary with the full duties as described. Ralph Carter made a motion to accept the new job description dated 8/3/06 for the secretary position 2nd by Andrew Livernois all were in favor. Motion passed.
Bob discussed that the secretary should come in on Tuesdays and Thursdays while he is here, from 9-12 as core time and flex time as needed, with meetings and minutes and the transcription on the 1st and 3rd Thursday of the month.
Andrew will email Bruce to see where the budget is so that a rate of pay can be determined.
5. C Heads up re: Hillhouse/Bergeron potential subdivision
Bob Ward stated that this is just information for the board as to the potential subdivision from these landowners.
6. Other Business
a. Discussion concerning proposed Town Cemetery
The board decided to table this discussion.
b. Error on northern boundary of HP zone
Bob Ward discussed with the board an issue raised by Pricilla Bodwell concerning a possible error by her surveyor on her plans for her sub division. She states that it appears there is an error on the town maps that may have caused the surveyor to incorrectly label the delineated historical preservation zone on her plan. The board recommended that Bob call Mrs. Bodwell, discuss this issue with her surveyor, and contact Bob Ward with questions.
c. Nel Bennett Subdivision/Payment of filing fee
Bob Ward reported that payment was received.
d. DuCharme Subdivision/Contact with Meredith Planning Board re: DRI
Bob Ward reported that he has contacted the Planner in Meredith and there is a date set for a site inspection on lot 8/12/06. There is also a 2nd hearing set with the Meredith Planning Board, Bob will advise this board with times and dates. Bob questioned the board whether or not they would like to exercise there abutter status and if so what did the board members want to say. After discussion, the board members agreed that they were going to exercise their abutter status and the concerns remain with this board as stated in the previous letter submitted. Bob Ward will locate the letter and resend. Ralph Carter stated he will be at the site walk on the 12th and report back any
concerns or impacts on the roads.
e. Thompson Subdivision/Record provided to Attorney Waugh
Bob Ward reported that he has copied the record in full, as previously asked by the board and sent it on Tuesday express mail to Attorney Waugh.
7. Planner’s Update
a. Correspondence
Bob Ward handed out the Municipal Law Lecture series forms to all board members present.
Selectman Livernois questioned the board if there are any concerns of the planning board members regarding issues that have been raised at Selectmen’s meetings by this chair, with respect to the Town Cemetery. Selectmen Livernois stated that Chair Busack as an individual citizen has raised some concerns with the Selectmen and wanted to know if the board as a whole had the same or any issues. Ralph Carter replied that he feels that everyone should follow the rules of the town and issues that should be brought to this board to inform the planning board of what is being planned for the town. Ralph requested that he would like to see a policy for the town for going to the proper boards with issues town wide. Selectman Livernois stated that for the
cemetery there was a public hearing held. Chair Busack stated that the ordinance should be changed to address where in the town a public cemetery is allowed.
8. Meeting Adjourned
At 10:10 pm, Ralph Carter made a motion to adjourn, 2nd by Don Bormes, all were in favor.
Respectfully Submitted,
Katy Kannaly-DeCarteret
Acting Secretary
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