DRAFT
MEETING MINUTES
SANBORNTON PLANNING BOARD
November 15, 2007
The meeting opened at 7:07 pm with the following members in attendance: Don Bormes, Vice Chair; Steve Ober, Selectman’s Representative; Dick Gardner, Member; Carmine Cioffi, Member; Evelyn Auger, Alternate; and Bob Ward, Town Planner.
1. Roll Call
As listed above. Absent were: Helmut Busack, Chairman; Peter Dascoulias, Alternate; Cindy Merchant, Alternate and Terry Lewis, Alternate.
2. Seating of Alternates
Evelyn Auger was seated for Helmut Busack.
3. Action on minutes
a. Regular meeting of October 18, 2007
Carmine Cioffi made a motion to approve the minutes of October 15, 2007 as presented, seconded by Dick Gardner. All in favor, motion carried.
b. Regular meeting of November 1, 2007
Dick Gardner made a motion to approve the minutes of November 1, 2007 as presented, seconded by Evelyn Auger. All in favor, motion carried.
5. New Business
a. Pre-Application discussion: Applicant: Thomas Morrison & Davis Millis,
re: proposed 2-lot subdivision on Hunkins Pond Road (28 acre parcel) Tax
Map 16, Lot 44.
Bob Ward explained that this is a pre-application discussion concerning a 2-lot subdivision on Hunkins Pond Road. The parcel is recorded as Tax Map 16, Lot 44 and is 28 acres. Thomas Morrison presented the proposed subdivision to the Board. Mr. Morrison stated that this subdivision is for family use and will contain a family cemetery of approximately 75 plots. The size and placement have not yet been determined but hopes are to place it next to the existing family cemetery. Mr. Morrison also indicated that the property has approximately 800 feet of road frontage for the two lots but due to the size of the parcel the minimum 5% set-aside would be a factor. Mr. Morrison stated that the applicants would be requesting a waiver for the set-aside. Evelyn Auger stated that a
conservation easement would serve the same purpose as a set-aside as it will stay with the lot and will also be a means of preserving natural features. Carmine Cioffi stated that the new rules concerning wetlands may be a factor in building on this lot and that building would have to be at least 40 feet from the edge of the water line. Bob Ward gave the applicant the article of the Zoning Ordinance pertaining to family cemeteries.
4. Old Business
a. Review and approval of printing and mailing options for Master Plan Survey
Bob Ward explained that at the last Planning Board meeting the Board had requested that the proposal for mailing of Master Plan Surveys be put out for bids. Mr. Ward stated that he had spoken to the Town Administrator and found that any monetary expenditure of items between $1,000 and $10,000 only require three estimates, not bids. The estimates received are as follows:
(Printing Cost for 1,000 surveys)
Staples $1,067 for 12 pages (folded & sealed)
AccuMail $1,003 for 12 pages (flat)
$1,227 for 12 pages (folded)
(Post Office prefers folded items)
Mr. Ward explained that he had requested an estimate from a company previously used by the Town but had received no response.
The Planning Board agreed that the printing of the Master Plan Survey should be done by Staples as they are the lowest estimate.
(Mailing Costs of Surveys)
1st class mail $988
Bulk Mailing Permit $175 (+ 24.6 cents per item) Total of $594
The Planning Board agreed that a Bulk Mail Permit should be obtained as it is more cost efficient. Also, the permit can be used for 1 year by all departments in the Town.
Bob Ward explained that he is still checking on the cost of pre-paid return mailing for the Surveys. The cost is based on the number of items returned. Mr. Ward further stated that he will e-mail the Board with the information concerning this when he receives it.
b. Review and approval of technical and mapping services contract from LRPC
Bob Ward handed out a copy of the proposal to the members of the Board. He stated that the three major items to look at are the “Scope of Services”, “Time of Performance” and Appendix A. A total of 9 maps are listed in Appendix A. Dick Gardner stated that the Board of Selectmen should be informed so that they can ask other departments if any other maps are needed also. Bob Ward stated that the Agreement will have to go to the Board of Selectmen for their approval. Carmine Cioffi made a motion to present the agreement to the Board of Selectmen, seconded by Don Bormes. Dick Gardner asked who has ownership rights to the maps. Bob Ward stated that the Town will have digitized versions of all of the Maps. Dick Gardner stated that he would like to know who
has ownership rights to the data used to compile the Maps. He further stated that there needs to be a clause in the agreement stating ownership. Bob Ward stated that he will contact LRPC to get answers to this question and as soon as all issues are addressed by LRPC he will present the agreement to the Board of Selectmen.
6. Other Business
a. Discussion re: Inter-departmental meeting coordination meeting on November 29, 2007
Bob Ward stated that this is available to any and all Boards and Committees dealing with Land Use. Representatives will include Chairmen and Department Heads. He further explained that the meeting scheduled for November 29, 2007 will be to prepare the agenda for a future meeting and will be attended by Rob Jutton, Assessing, Bop Ward, Town Planner and the Code Enforcement Officer. An invitation will be extended to others to attend the meeting which will follow.
7. Planners Update
Bob Ward explained that the Zoning Ordinance is now complete. Every amendment has been checked and those which were missing have been included. The complete version is now being titled “2007 Edition”. This edition will remain in effect until future amendments are made at Town Meeting. At that time the edition year will change so that it will be easier to keep track of future amendments and versions. Bob Ward stated that a spread sheet has been developed which tracks all amendments since 1956, this will enable quick reference and will be a great tool for research purposes. Mr. Ward further explained that he hopes to add 4 Appendixes to the Ordinance. These will include:
Appendix A – Summary of amendments
Appendix B – Detail of amendments
Appendix C – Each individual Article history
Appendix D – Conversion Code for numbering changes
Bob Ward stated that all Articles within the Ordinance now have the date amended in them. He further stated that he will be distributing copies of the complete ordinance and collecting all old ones so that no questions arise. He further stated that part of the problem was that there were at least 2 versions of the Ordinance available which led to a lot of confusion.
Don Bormes stated that he would like to recognize the excellent work performed by the Town Planner, Bob Ward and the Planning Board Secretary, Carole Chase in getting this project completed. Bob Ward stated that recognition should also be given to Rob Jutton, Assessing, as his work on the document was vital to its completion. Evelyn Auger suggested contacting the Laconia Citizen and the Laconia Daily Sun so that they could do follow-up articles on this issue. The previous articles published on this made it out to be far worse than it actually was. Steve Ober agreed that the issue was not even close to as bad as it was presented to be in the media.
8. Adjournment
Carmine Cioffi made a motion to adjourn, seconded by Steve Ober. All in favor, motion carried.
Meeting adjourned at 8:52 pm.
Respectfully Submitted,
Carole Chase
Recording Secretary
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