Planning Board

Minutes

October 8, 2009

Official as of November 12, 2009

Chairman Peter Jones calls the work session to order at 7:02 p.m. 

PRESENT: Chairman Peter Jones, Selectmen Representative Bob Holden, Deborah Couch, Herb Johnson, Victoria Parmele, and Town Planner Elaine Planchet. Vice Chairman Bob Strobel arrives at 7:35 p.m.

VOTING DESIGNATION: Pete Jones, Bob Holden, Deborah Couch, Herb Johnson, and Victoria Parmele. Bob Strobel-7:35.

ABSENT: Roger LeClerc and Alternates Pat Bell, Scott Campbell and Rick Wolf.

MINUTES
August 13, 2009
Mr. Jones motions to approve the August 13, 2009 minutes, as written per the October 8 draft. Mr. Johnson seconds. Motion passes; 4/0/1. Mr. Holden abstains.

September 24, 2009
The September minutes are postponed.

CASE 09-11: John Ovadek, 1064 First NH Turnpike. Map 217; Lot 45. Applicant is seeking site plan review for a retail/discount store. 

Ms. Planchet provides an overview of the proposal. She states that a technical review meeting was not held for this case; however, comments have been submitted by Dave Hickey and Linda Smith. Ms. Planchet states that this property had been used for used car sales and a letter was provided by another owner for another activity to take place which did not require a site plan at the time. Ms. Planchet states that the board met with Mr. Ovadek previously and he was directed to provide a letter of intent for the board to consider.  Ms. Planchet states that there is an approved site plan on file from 1987. At the later date, the change of use was not required to go through site plan review.  Therefore, there is only a letter in the file.

The application materials are reviewed and discussions are held.  Ms. Couch notes that there is no explanation given for the waivers. She believes that some of the waivers requested warrant specific reasons and should be provided. She feels that the plan provided is not detailed enough and should be more specific as well as to scale. Ms. Parmele agrees. Mr. Jones mentions the importance of the drawing especially in the absence of an earlier scaled site plan.

Mr. Holden states that we do not have detail because the proposal is a discount store; not a Hannaford, credit union; we need both jobs and taxes in town. Ms. Couch notes that the board has required more information for home occupations.
Ms. Parmele expresses concern with traffic issues. She states that if the business is successful there will be more traffic on site than the current approval. She feels that the board needs a better idea or sense of what will happen on the property. She adds that the board needs to consider traffic/parking for this project too. Mr. Johnson states that with the current economy, this is not the time to have empty buildings in town.

Additional discussion is held as to the detail of the plan. Mr. Holden asks how a scaled plan will help the board do a better job. Ms. Couch explains that a more detailed and scaled plan will allow the board to see an actual scale of the area with the parking area and driveway, turn around for trucks, etc. She states that this is the time for the board to request information and ask the questions. Mr. Jones states that he feels that perhaps the applicant does not need a stamped surveyed drawing. He adds that he would like to see something that is to scale as it is difficult to see how big the building is.

Ms. Couch asks about the existing mobile home on the property and if this will be a continued use. Ms. Couch states that there would be residential traffic in the same area as commercial traffic with the same access. She would like to know if the site will continue to be a mixed use. 
 
Mr. Strobel arrives.

Staff notes are reviewed and general discussions are held. The board directs Ms. Planchet to request the following information from the applicant:  a new site plan drawn to scale, DOT Change of Use driveway permit, Information on a possible utility easement and the status of the possibly discontinued road; Hours of Operation, setbacks to be shown; legend on plan; traffic estimate; # of parking spaces; whether residential use will continue. Ms. Couch asked if whether the revised stormwater drainage requirements would be applicable given this is a change in use. Ms. Planchet will look into this for the next meeting.

OTHER BUSINESS:
Capital Improvements Plan Process
Ms. Planchet provides copies of the letter to be sent out to department heads regarding anticipated capital improvement projects. Mr. Jones signs the letter which will be forwarded to department heads.

Workforce Housing Requirement
Ms. Planchet explains that a reprieve of this requirement has been granted by the legislature to January 2010. She states that the law requires the town to make sure that the opportunity exists in town for workforce housing. 

Ms. Planchet states that she has spoken with Cynthia Copeland, director of Strafford Regional Planning Commission, regarding workforce housing and has planned a meeting with her. She states that if a developer wanted to develop a property with workforce housing, the regulations would be reviewed and determined if possible in town with the existing regulations. She adds that she continues to review the matter.  Mr. Strobel asked her to keep the board updated on the process.

Survey Plan: Land of Anne White, Rand Rd. Map 101; Lot 1
Ms. Planchet presents a surveyed plan of land for Anne White.

Proposed Ordinance Changes
Ms. Planchet provides a list of suggested ordinance changes that were recommended by town counsel upon her review of the reformat and editing of the development ordinance.

Town Office Reorganization
Ms. Planchet states that she has provided the board with a copy of a letter that she received from the town administrator regarding reorganization of office staff. She notes that the land use department is newly created with the board secretary and planner reporting to the board administrator. She refers to a memo that she wrote noting some concerns that she has with the new structure relative to statutory requirements for the planner position, the board’s role and the master plan process.

Mr. Holden states that the town administrator sensed there has been some loss of structure over the past few years and felt that some of this structure needs to be regained. Discussion is held regarding the direction and administration of the planner. Ms. Planchet explains that the town administrator’s function relative to the planner has been limited to signing time sheets and leave slips. The planner reports to and is directed by the planning board. She states that the planning board hires the planner. Ms. Parmele asks about the role of the board administrator. Mr. Holden states that in speaking with the town administrator, the creation of the new land use department is to formalize the collaboration and function of the town. 

Ms. Couch states that the planner position is different as the direction for the planner is from the planning board not the town administrator and reports to the planning board.

Discussion is held regarding the wording “reports to” and changes to the job description.  The board agrees to send a letter to the selectmen noting that the Master Plan section should be corrected as the Master Plan is the responsibility of the planning board according to the RSA.  The letter should also recommend that the selectmen look at RSA 673:16 and make sure the language of creating departments conforms with that RSA.

Ms. Planchet asks Mr. Holden when this reorganization plan was approved and he replies that he will have to look at the minutes.

Mr. Jones states that staff should draft the letter to the selectmen to be signed by the chair on behalf of the board.

“Third Tier” Site Plan Regulation Discussion
Suggestions of a third tier are provided by Mr. Strobel. Items are reviewed and discussion is held about what the third tier would include. 

Mr. Jones states that he would like to see a small number of items that could be provided to an applicant and if the items are met, then they would not have to go before the planning board with a site plan application. Discussion ensues relative the items

The board considers proposing the following as conditions for a 3rd Tier:
1. Is the proposed project within any overlay districts? List them.
2. Will there be a change of use? Will the use be less intense? Any expansion/additions?
3. Will there be an increase in traffic?
4. Adding parking? (certain percentage higher; 5%?)
5. Are there any environmental impacts?
6. Is there an existing site plan? Approved within how many years?

Mr. Holden makes a motion to collect 3rd Tier documents from other communities and present them for the next meeting. Mr. Johnson seconds and the motion passes unanimously; 6/0.

Mr. Johnson makes a motion, second by Mr. Jones, to adjourn at 9:47 p.m. Motion passes unanimously; 6/0.

Respectfully submitted,
Lisa Fellows-Weaver
Board Secretary