The Town of Northwood, New Hampshire - Planning Board Minutes 07/09/09

MINUTES:
May 28, 2009
Ms. Planchet provides a revision suggested for a paragraph change on page 4. Mr. Jones states that this revision will be draft board will consider.
Page 1: Add: “form”
Pete Jones makes a motion to accept the minutes of May 28, 2009, as amended. Bob Strobel seconds and the motion passes unanimously; 4/0.

June 11, 2009
Page 2: Add: …the… …costs are recalculated.
Page 2: Restate: … this may be okay as reclamation costs decrease as the project progresses so it may not be necessary to provide for increasing costs.
Page 3: Restate: … the state’s excavation regulations regarding drainage.

Pete Jones makes a motion to accept the minutes of June 11, 2009, as amended. Bob Strobel seconds and the motion passes unanimously; 4/0.

All other minutes are postponed to the end of the meeting.

CASE 09-08: Coe Brown Northwood Academy, 907 First NH Turnpike, Map 217; Lots 65 and 66; Dana and Cindy Davidson, 35 Bow Lake Road, Map 218; Lot 1. Applicants are seeking site plan approval to add an educational facility with proposed 1,500 +/- sq. ft.; to expand athletic fields; and to create access onto Bow Lake Road.

Ms. Planchet explains that this is a work session and the purpose of this meeting is to review the application. She states that the abutters have not been notified and the meeting is not open for public comments. She refers to the board’s rules and procedures for clarification of the process and adds that communications with the applicant are limited as the application has not been accepted. The planner provides her written comments and the TRC comments.

Present are CBNA Board of Trustees president Jim Colburn and Stuart Mitchell and Neil Rapoza from Civil Consultants.

Mr. Colburn submits the check for the site plan application fee.
The members review the site plan application and plan as well as the TRC notes and planner’s notes.

Mr. Jones asks if the applicants could explain the proposal. Ms. Planchet refers to the board policies and procedures and explains that this is a work session for the board only. She adds that if the board wishes to change these rules, they may do so at another time.

After lengthy review, the board consensus is that the planner’s notes should be provided to the applicant and the board should request that the applicant provide waiver requests either in writing or provide additional information per the notes. Pete Jones makes a motion, second by Bob Strobel, for the planner’s notes to be provided to the applicant and the board requests that the applicant provide waiver requests either in writing or provide additional information per the notes. The motion passes unanimously; 4/0. Ms. Planchet notes that should additional information need to be provided, the RSA states that the applicant must provide this information 15 days prior to the regular meeting.

Mr. Jones suggests that a site walk be done, which could be scheduled at the July 23 meeting.

Mr. Strobel notes that there appears that with the impervious areas there are some inconsistencies between certain sheets; site plan and overview. He explains that it appears that new parking areas share a lot with existing surface areas. He requests that a legend of what the dashed line indicates be provided.

Mr. Jones asked Ms. Planchet to summarize the discussion of the staff TRC meeting. Ms. Planchet states staff recognized that the traffic has been noted to be excessive in the morning and this may alleviate some of that problem; however, it may add other issues on Bow Lake Road. She states that some coming from the east may try to cut through the access way thus increasing the traffic on Bow Lake Road. Further discussion is held regarding the traffic pattern and Mr. Jones states that traffic on Rte 4 will then be reduced as well as a small portion of Bow Lake Rd. Ms. Planchet states that staff has suggested that there be a more detailed traffic analysis provided.

Ms. Planchet notes that the drainage plan has been provided; however, as a result of the TRC, staff has requested that it be reviewed by the town engineer. She adds that staff noted there has been a lot of activity on site since the last approved site plan and she adds that the entire site is typically up for review. The code enforcement officer has recommended that the entire site be provided on the plans. She notes that the property lines are not noted and that some items have not come before the board. Ms. Planchet adds that it appears that there is a wetlands impact near the tennis courts and perhaps an after the fact permit from NHDES is required. Also a site specific permit would also be required. Ms. Planchet states that Mr. Hickey has requested staging information for drainage construction.

Mr. Jones asks if there is a timeframe for the abutters regarding work on Bow Lake Road. Neil Rapoza refers to the construction sequence; however, there is no specific timeframe of the impact of Bow Lake Road for the entire project.

Mr. Colburn requests that police comments be provided to the applicant when received, prior to the planning board meeting on 7/23.

Mr. Jones asks if the student resource officer will be on Rte 4 to handle the eastbound traffic as well as Bow Lake Rd. Mr. Colburn replies that the plan is to have the SRO remain on Rte 4 and the westbound traffic will be free access to Bow Lake Rd.

Victoria Parmele makes a motion, second by Bob Strobel, for applicants to receive the TRC notes and provide comments for the 7/23 meeting. Mr. Jones notes that there may be a transfer of maintenance costs from the state to the town as the traffic will be going from the state road onto Bow Lake Rd. Additional discussion is held regarding the possibility relative to the creation of new fields as this may mean an increase in the activity and therefore there may be more car trips relative to now where those fields don’t exist. There may not be more students, however, more activities would lead to more traffic. The applicant will consider this and provide additional information. Mr. Mitchell explains that they are replacing sub-par fields that already exist that may be used for gym class rather than games. He explains that approximately 270-290 parking permits are issued to students, that is the maximum amount of cars with 50 driven students coming to school, eastbound. He adds that he is not sure as to the amount of students from the 275-290 that are west of Coe-Brown. Motion passes unanimously; 4/0.

Bob Strobel notes that the inconsistencies legend sheet and p. C2 as it shows the proposed sewer lines appear to simply end. Mr. Rapoza replies that the lines are tying into another piece. Mr. Strobel asks if the overall site plan could be submitted in a PDF or electronic version. Mr. Rapoza replies that some of it could be, but it would be cumbersome.

OTHER BUSINESS:
Planner’s Items
Legal Counsel Request
Ms. Planchet states that she has received an email with an attorney’s letter regarding the Marshall case and reads portions of the letter into the record. She explains that the attorney is requesting that the board hold off on the submitted voluntary merger. She adds that the abutter’s attorney is requesting the board to grant permission for her to speak directly to the planning board’s counsel to minimize costs. Ms. Planchet states that the voluntary merger has not been processed as the application is not completed as funds have not been provided and if provided, no further processing would be done due to the receipt of this letter. She notes that she has spoken to the board’s counsel who believes that the issue can be resolved within ½ hour.

Discussion is held regarding the process of the appeal. Ms. Planchet states that copies of the deeds have been provided to town counsel as well as a copy of minutes of meetings and the abutter’s attorney’s letter. Bob Holden makes a motion to authorize legal counsel, up to one hour’s time, to review and resolve this case. Victoria Parmele seconds. Motion passes unanimously; 4/0.

Collins-Oz Land Day Care
Ms. Planchet reports that Mr. Hickey has provided a copy of the letter he sent to Ms. Collins from Oz Land seeking more information to satisfy the board’s recommendation for the addition of 7 students to the daycare.

Tasker-Sign Request
Ms. Planchet states that Mr. Hickey has requested direction for this sign permit application since the approved site plan does not include a sign and appears to include language which states that no sign would be provided. Discussion ensues regarding whether if no sign is approved on a site plan, does this mean that no sign could be placed on the site in the future. The board asked that the file be provided for the next meeting and the board will discuss it at the next meeting.

General discussion ensues regarding the third tier site plan. Mr. Jones asks what is expected if a property owner wishes to change hours of operation or add signs, etc., would a site plan amendment be required? Discussion ensues relative to what are minor enough changes that wouldn’t require the board to address. Mr. Holden left the room and the meeting recesses at 9:04 due to no quorum. Session resumes at 9:10 p.m.

Discussion is held regarding attendance at meetings. Mr. Holden states that he has observed problems with attendance recently and adds that he has not seen this problem on other committees and wonders why it is specific to the planning board. He states that there are some members that have not be present for the past 4-5 meetings. He states that a few weeks ago the board discussed alternate members and at that meeting there were three people in attendance expressing an interest to be on the board, with two being sent home.

Ms. Planchet explains that two members have child care issues this evening and one had a death in the family, with another member who had family company from out of town. Mr. Jones states that he notes that summer months are always more difficult for attendance. Ms. Parmele states that this has been an ongoing issue. Mr. Jones states that he would consider the idea of asking members if they would like to continue serving or possibly suggest making more of an effort or stepping down to allow for someone else to join the board.

Adjournment
Bob Strobel makes a motion, second by Victoria Parmele, to adjourn at 9:14 p.m. Motion passes unanimously, 4/0.

Respectfully submitted,

Lisa Fellows-Weaver
Board Secretary

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