Planning Board

Minutes

September 10, 2009

Official as of September 24, 2009

Vice Chairman Robert Strobel calls the work session to order at 7:00 p.m. 

PRESENT: Vice Chairman Bob Strobel, Herb Johnson, Roger LeClerc, Victoria Parmele, Alternates Pat Bell and Rick Wolf, Town Planner Elaine Planchet.

VOTING DESIGNATION: Vice Chairman Bob Strobel, Herb Johnson, Roger LeClerc, Victoria Parmele, and Alternates Pat Bell and Rick Wolf.

ABSENT: Chairman Pete Jones, Selectmen Representative Bob Holden, Deborah Couch, and Alternate Scott Campbell.

The minutes are postponed to later on in the meeting.

CASE 09-10: Camp Yavneh, 18 Lucas Pond Rd. Map 124; Lot 15. Applicant is seeking site plan review to add a 5,606 sq. ft. multi-purpose building.
Charlie Comtois, Camp Yavneh representative, arrives at 7:07 p.m. and provides a letter of authorization dated 9/1/09; placed in the file.

Mr. Strobel asks whether Camp Yavneh is all on one lot. Mr. Comtois indicated there is a lot across the street also owned by the camp; however, the building and activity is on the one large lot.

Ms. Planchet reminds the board that this is a work session and is a public meeting, not a public hearing and that interaction with the applicant would be limited to points of clarification, given the board’s rules of procedure.
The information and plan is reviewed.  A discussion is held regarding the notation in the letter of intent regarding moving the road due to the landscaping around the building. Mr. Strobel states that the new location for the road needs to be shown on the plan.

Discussion ensues regarding the “Proposed Second Floor Addition” to building #2 which is shown on the plan.  Mr. Comtois replies that the second floor is not a proposal now. The board requests that this be removed from the plan.

Ms. Parmele refers to the planner’s notes and states that some items from section V(B)(9) of the Site Plan Review Regulations have not been noted and states that this information should be made available, particularly information regarding surface drainage. 

The board requests an overview from Mr. Comtois relative to the general use of the proposed building. He explains that one half of the building will be used for approximately 2 hours in the morning for prayer. The downstairs area will be used for the older campers, there is also a classroom area for Sunday use. The other side of the building, upstairs and downstairs, is a staff lounge for adults for studying, relaxing, etc. The bottom floor area will have a game room area and a TV. He adds that there will be a display area in the middle of the building for Jewish things. There will also be an alumni hall, a very small kitchen area for the staff lounge area, which will consist of a stove, refrigerator, small dishwasher and microwave; there will not be a garbage disposal. Mr. Comtois states that the well will tie into the existing well and they will use pump house 1, near the lake.

Ms. Parmele asks about the septic system. Mr. Comtois explains that the septic will tie into the existing system. This will be a 1,500 gallon holding tank or a clear solutions tank. At this time the septic is still undecided. He adds that ADA requirements are being met in this building.

Ms. Planchet notes that the hours of operation are not shown on the plan and have been addressed in the past. It is 24 hour activity but is not year round.

Ms. Parmele asks how the camp is going green and Mr. Comtois replies that the basement will be made out of ICF. He states that they may also do this for the second floor; he is waiting for cost figures. He states that they plan to recapture some of the water from the roof into a tank to use for grey water. He adds that cooling and heating may be done through the ground.

Ms. Parmele asks about the drainage around the building and the pavement. Mr. Comtois states that there is no pavement in the area and all the buildings are surrounded with stone and pipe.

Mr. Strobel refers to the Planner’s review notes provided for this case and leads the discussion following the items contained therein. Mr. Comtois is provided with a copy of the notes.  He states the board would like to see either the required information provided, or waiver requests should be submitted. 

Discussion ensues regarding whether the permeability ratio has been calculated. Ms. Parmele states that she would like to see that information. Mr. Strobel states that it would be good to have, if it has been calculated. If not, a waiver request would be required

Application to Build on a Class VI Highway or a Private Road
Robert & Joann Bailey, 11 Preve Dr. Map 205; Lot 36.
Materials are provided. Mr. Bell questions the procedure. Ms. Planchet explains that the planning board is to provide recommendations to the board of selectmen for their decision. She provides the board members with copies of the board of selectmen’s guidelines for these applications.  Members will do drive-bys prior to the next meeting and will continue discussion to September 24. 

OTHER BUSINESS:
Planner’s Items:
“Third Tier” Site Plan Regulation Discussion
Ms. Planchet provides the board with copies of her June 2009 memo which outlines a staff proposal from the Fall of 2008 which staff discussed per direction of the planning board.  She states that the board had not made a decision on that proposal.  Ms. Planchet also provided the board with her written text from that day (9/10/09) in which she identified items the board should consider in its deliberations. General discussion is held regarding the purpose for this new tier to alleviate some of the “red tape” for applicants. Mr. Johnson states that if the proposal is a minor change to the existing site plan, the board should be able to approve it. He adds that there are many empty buildings in town and this is not the time to hold people up.

Ms. Parmele asks how the planner feels about staff making the decisions for the applicants. Ms. Planchet replies that if staff should make the decisions, she believes that there should be a component where some cases would go before the board. She adds that there are municipalities that do delegate the authority to staff.

After lengthy discussion, Mr. Strobel suggests that the members review the documents provided, come up with a list of what they believe should be mandatory and what should be optional, and what they would like to see as the proposal for a “Third Tier”. Ms. Parmele states that she would be concerned with environmental, health, and safety issues.

RFQ Engineering: Current Contract Terms
Discussion is held regarding the current contract terms for the town’s engineering firm, which automatically renews in October, unless cancelled within 7 days of the date. Ms. Planchet states that she discussed this with the town administrator and the board administrator and staff believes there is not enough time to begin the RFQ process this year. The board agrees that the process for an RFQ should be done again and should begin in April or May of next year, or when staff recommends that the process should begin.

CORRESPONDENCE:
Correspondence is reviewed.

SIGNATURE/PENDING FILES:
Ms. Planchet notes that all conditions have been met for the John Harvey House Properties, US Housing Consultants, as the second inspection report has been received from the Northwood Fire Department.

MEMBERS COMMENTS:
Ms. Parmele states that she would like the board to talk more about transportation issues. She feels that there is an ongoing issue with NHDOT as they are involved with applications that come in and the issues need to be looked at in a more comprehensive way. Ms. Planchet will provide the MOU with DOT at the next meeting.

Ms. Planchet states that NHDOT is responsible for how people have access to their road. She states that the state regulations recognize that local regulations carry and it is frequently necessary to remind the state that these regulations are in place and are important.

Ms. Parmele states that Northwood is currently not on any lists for long term planning. She adds that the traffic on Rte. 4 is only going to continue to get busier.  She hopes that Strafford Regional will be looking for long term planning for Rte. 4. She notes that there is no money possible through DOT channels; however, there may be grants available. Ms. Parmele adds that the board needs to get involved in the mini corridor study.

ADJOURNMENT:
Ms. Parmele makes a motion to adjourn, second by Mr. Johnson. Motion passes unanimously 6/0, at 9:24 p.m.

Respectfully submitted,
Lisa Fellows-Weaver
Board Secretary