Planning Board Minutes
October 5, 2006
The Meeting opened at 7:02pm with the following members in attendance: Helmut Busack, Chairman; Don Bormes, Vice Chair; Dick Gardner, Member; and Cindy Merchant, Alternate; Bob Ward, Planner.
1. Role Call
As listed above. Absent were Andrew Livernois, Selectman’s Representative; Ralph Carter, Member; and Carmine Cioffi, Alternate.
2. Seating of Alternates
Cindy Merchant was seated for Ralph Carter
5. New Business
A. Richard Pescinski, Public Hearing re: Boundary Line Adjustment (P06-S11)
Bob Ward stated that he has received a completed application and has reviewed it against the checklist. Dick Gardner made a motion to accept the application for P06-S11 as complete, 2nd by Cindy Merchant all were in favor. Application accepted as complete.
Bob Ward explained the Boundary Line Adjustment of two adjacent parcels. The Pescinski’s own a 12.6 acre parcel on Sanborn Road the adjacent parcel belongs to Elizabeth Marry and is 78 acres. The application proposes a merger to the northerly portion of the Marry property. Mr. Pescinski explained that he wishes to take the existing Boundary Line and move it back approximately 333 feet changing the frontage by 70 feet. Cindy Merchant asked what district this parcel falls into. Chairman Busack stated that it is in the agricultural district for the front portion and the back portion falls into the Forest Conservation district. Vice Chair Bormes questioned Mr. Pescinski as to what type of boundary markers will be used. Chairman Busack stated that the plan calls for 5/8 inch re-bar to be used. Bob Ward explained that the
Markers on the South West and South East corners already exist and are re-bar. Chair Busack stated that the need for uniform and standardized markers exists and that the Planning Board requires that granite markers be used. Seeing as there were no abutters present for comment Dick Gardner made a motion to approve the Boundary Line Adjustment P06-S11, 2nd by Cindy Merchant all were in favor upon the condition that both corner boundary markers be granite. Bob Ward stated that the plat needs to also be amended to show granite markers as it, along with the meeting minutes, are public record.
3. Action on Minutes
A. Regular Planning Board Meeting of September 21, 2006
The Board is reviewing the draft minutes at home and will approve them at the next Board Meeting on October 19, 2006.
B. Workshop of September 7, 2006
The Board is reviewing the draft minutes at home and will approve them at the next Board Meeting on October 19, 2006.
C. Joint Master Plan Meeting of September 19, 2006
The Board is reviewing the draft minutes at home and will approve them at the next Board Meeting on October 19, 2006.
Chairman Busack requested that the draft meeting minutes be mailed, along with agendas and a small map and front page of applications one week prior to meetings for the Board Members to review.
4. Old Business
B. Discussion concerning revisions/updating Subdivision Regulations.
Bob Ward stated that this is his first priority due to time sensitivity and submissions to the Planning Board. We have received complaints from applicants that what we are asking from applicants and what the regulations state are not in agreement. There are a number of inconsistencies from one source of information to another at this point. Mr. Ward then advised the Board that this will be addressed on Tuesday, October 10th as the secretary clerk will be able to devote additional time on that date.
A. Discussion concerning revisions/updating Zoning Ordinances.
Bob Ward stated that the Ordinances available on the Towns Web Site are not up to date, they do not include amendments that were done at the 2006 Town Meeting. This needs to be corrected. Dick Gardner asked where we would obtain Subdivision and/or Zoning regulations when requested. Bob Ward explained that these are generally adequate but not 100% up to date. We have copies of them available in the office and online. This is why it is the priority to address this on Tuesday. Dick Gardner suggested that a master disk be made and that this could be updated as needed. Bob Ward stated the importance that all documents, wether web based or paper files need to match as to what is in effect. Dick Gardner suggested creating a distribution list so that each source can be
updated each time revisions are made. All agreed.
C. Discussion concerning Master Plan process.
We are just getting started on this. Bob Ward stated that at the next workshop meeting he would like to have a summary of the activity from the joint meeting of the different boards. The Board will have had time to review the detailed minutes of that meeting which they received this evening. Now the next point is to talk about where we go from here.
5. New Business
B. Discussion concerning Senior Housing with Richard LeClerc
Bob Ward stated that he had received an letter from Mr. Richard LeClerc and that he was invited to this meeting. He suggests that seeing Mr. LeClerc was not present at the time that the item be carried over until later in the meeting. Chair Busack stated that this matter would be passed over until the next workshop meeting. Bob Ward read Mr. LeClercs letter dated September 19, 2006. Vice Chair Bormes stated that a district for Senior Housing would have to be established. Chair Busack then stated that Mr. LeClerc would have to come up with suggestions for the Board to review.
C. Discussion concerning Steele Hill Development.
Bob Ward stated that he had received an e-mail from Deputy Fire Chief Scott Taylor following the joint Board Meeting concerning the Master Plan. Deputy Chief Taylor expressed his concerns with the expansion at Steele Hill Resort in regards to the review of site plans and a new road being laid out in front of the new buildings. The road needs to be able to accommodate fire equipment in case of emergency response. Chair Busack suggested having Deputy Chief Taylor come in and look over the original plans as all are available and have been signed off on. Bob Ward asked about how long vested rights for pre-approved sub-divisions. He stated that is there is “substantial completion” then they are vested but if there is not substantial completion and compliance
with the previously approved plat or site plan then that approval can lapse. Don Bormes stated that he felt that the time frame involved was 12 years. Bob Ward stated that there is a 4 year exemption for a sub-division plat approved by the Planning Board and also every site plan properly recorded with the registry of deeds. They are protected from subsequent changes in the Ordinance if there is substantial and active development or building has begun on the site in accordance with the approved sub-division plans within 12 months of that date of approval. So, if active and substantial development is initiated within the 12 months you are protected for 4 years from any subsequent changes in the regulations. He also pointed out that this is not a matter of the plans at this point. It is a matter of compliance of active and substantial development according to those plans. He stated that at this point a time line needs to be established using building permits etc. to identify if
compliance is an issue. Mr. Ward stated that he would review everything and then contact Deputy Chief Taylor to go over it all with him. If there are any additional issues he will bring them back before the Board.
D. Heads up re: Hillhouse/Bergeron potential subdivision
Bob Ward explained that the Hillhouse property on Knox Mountain Road is a land locked parcel of approximately 20 acres. Mr. Hillhouse is talking about the potential for subdivision and has been talking with the property owner between himself and Knox Mountain Road, Mr. Bergeron. Mr. Hillhouse wishes to come in and speak with the Board at some point and Mr. Ward strongly advised him to come in for a conceptual, non-binding, pre-application discussion. He explained that the front portion of this parcel is in the general agricultural district and the rear portion is in the forest conservation zone. He further explained that this is a heads-up and intended as informational only. Bob Ward further explained that Mr. Hillhouse already has a right-of-way and is interested in
the possibility of building a road to Town standards that would allow for the development of both the Hillhouse and Bergeron properties which totals about 84 acres. Cindy Merchant asked for clarification that this road would come out onto Knox Mountain Road. Bob Ward acknowledged that it would and stated that this is just factual information for the board and stated that he had a consultation with Mr. Hillhouse and that he intends to request a pre-application discussion with the Board in the near future.
E. Discussion concerning requests for research from LRPC.
Bob Ward explained that this is a policy matter for consensus of the Board. The issue is participation of the Town of Sanbornton in various planning studies that are conducted by the Lakes Region Planning Commission. Sanbornton is no longer a member of the commission but the LRPC continues to do regional studies which include all of the towns wether they are members or not. Recently we received a request for the planning staff to provide data and do research that would be provided to the LRPC regarding age restricted housing. Mr. Ward explained that he and the Town Administrator had set aside time to complete the study when Chairman Busack intervened and stated that there were issues concerning this. Chair Busack explained that his issue with this practice is primarily
due to the fact that the Town is no longer a member of the commission and also due to the cost of the Planning staff devoting time to the study. He further stated that his position is that the LRPC receives State and Federal monies and that it is for them to do the study not for us to do it for them and also suggested that the Town impose a time charge for such research. Dick Gardner explained that he feels this is good business practice and simple common courtesy and also feels that it is very worth while in the long run. Vice Chair Bormes suggests that each case be handled individually on a one by one basis. Vice Chair Bormes made a motion to wait for a full board to vote on this issue, 2nd by Dick Gardner, all were in favor.
F. New Item
Bob Ward presented the Board with the new Subdivision spread sheet and explained it. Dick Gardner liked the concept but would like to see the file name and number added to the sheet so there is a reference to its origin so it does not get lost in the system. It was also suggested by Mr. Gardner that the Website administrator be contacted pertaining to placing it on the towns website.
6. Other Business
A. Review Planning Board proposed budget for 2007.
Bob Ward presented the Board with the proposed budget for 2007. Discussion ensued regarding individual line items. Line item .115 (Town Planner) $23,036 is based on the Board of Selectmen’s recommendation for the COLA increase which is a 3.02% increase. The line item for Recording Secretary is carrying forward from last year at $2000 and a new line item has been added for secretary/clerk which is based on 6 hours per week for $3491. Cindy Merchant questioned wether this is supposed to be a 18 month budget. Bob Ward explained that the Town Administrator is going to present it in the familiar format of 12 months and then extend that to 18 months. Line .316 for consulting fees is carried oer from last year at zero. Line items .353 and .560 have
basically interchanged. Item .353 for postage has increased from $200 to $600 while item .560 for dues and subscriptions has decreased from $600 to $200. The line items for Registry of deeds remains the same at $100 as does item .550 (printing) at @250. Items .610 (general supplies, $550), .825 (Milage & Travel, $63), .830 (training, $350) and item .910 (Master Plan Update, $3,000). Items .400 (Historic District Commission) and .900 (LRPC) all remained at zero. Line item .777 (Legal Services) is a new item to the 2007 Planning Board Budget. Bob Ward stated that he had discussed this item with the Town Administrator and the Board of Selectmen Chair and they are comfortable with the Planning Board having it’s own budget item for legal fees. This line item has been set at $15,000. Dich Gardner asked what the Boards legal fees are to date. Bob Ward responded that they are at $14,978. The total proposed Budget is $51,272 which is a 61.3% increase which is primarily due to the
new item for legal fees. Dick Gardner suggested presenting the proposed budget to the Budget Committee with a percentage increase including legal fees and also with the percantage increase less the legal fees. Vice Chair Bormes made a motion to accept the Budget as presented, 2nd by Dick Gardner, all were in favor.
7. Planner’s update.
A. Correspondence.
Bob Ward pointed out to the Board that he had given each member copies of communications from the Town of Belmont and the Town of Tilton for their review.
B. Clarification of 2006 concerning the wage rate for Town Planner.
Bob Ward explained that the position of Planner in the town has a pay grade of 10. A Grade 10 used to be ay $20 per hour but it was increased last year based on a Board of Selectmen COLA increase of 7% making the current rate $21.40. The Town Administrator wishes to verify the rate for the Town Planner. Chair Busack inquired if this $21.40 rate was included in last years appropriation. Mr. Ward stated that it was. The clarification needs to be if the current Planner is paid the same as the previous planner which is a Grade 10. Dick Gardner pointed out that negotiation with the present planner was at $20 and feels that this should remain the rate. Bob Ward stated that the Town Administrator feels that the positions pay rate may have been offered at an incorrect
amount and it is giving the Board the opportunity to clarify it at this time. Dick Gardner stated that unless Mr. Ward feels the Board was misleading he would like to stick to the $20 an hour rate. Vice Chair Bormes stated he has no problem paying the $21.40 the pay grade calls for and stated the need for consistency. Bon Ward pointed out that in the 2007 Budget the pay rate for Planner is at the $21.40 rate for a Grade 10 plus the 3.02% COLA increase. The Board agreed to keep the Planners rate at $20 per hour for the remainder of the year and to increase to the actual Grade 10 rate with the 3.02% COLA increase for 2007.
Chair Busack made a motion to adjourn at 9:12pm, 2nd by Cindy Merchant, all agreed.
Respectfully submitted,
Carole L. Chase
Recording Secretary
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