Planning Board

Minutes

May 16, 2007

Official as of June 28, 2007

Bob Jozokos calls the work session to order at 7:02 p.m.

PRESENT: Vice Chairman Robert Jozokos, Nikki Roy, Pete Jones, Joanne Carette, and Town Planner Elaine Planchet. Chairman Eric Reitter arrives at 7:15. Selectmen Representative Scott Bryer arrives at 7:20, and Alternate Roger LeClerc arrives at 7:30 p.m.

VOTING DESIGNATION: Bob Jozokos, Nikki Roy, Pete Jones, Joanne Carette. Eric Reitter 7:15; Alternate Roger LeClerc 7:30.

ABSENT: Selectmen Representative Alden Dill, Robert Fletcher, Alternates Victoria Parmele and Scott Martin.

MINUTES:
January 25, 2007: Joanne Carette makes a motion, second by Nikki Roy, to approve the minutes of 1/25/07, as written. Motion passes; 3/0/1. Pete Jones abstains as he was not on the board at this time.

February 22, 2007: Bob Jozokos makes a motion, second by Joanne Carette, to approve the minutes of 2/22/07, as written. Motion passes; 3/0/1. Pete Jones abstains as he was not on the board at this time.

March 6, 2007: Bob Jozokos makes a motion, second by Joanne Carette, to approve the minutes of 3/6/07, as written. Motion passes; 2/0/2. Pete Jones abstains as he was not on the board at this time and Nikki Roy abstains as she was not at the meeting.

March 12, 2007: Bob Jozokos makes a motion, second by Joanne Carette, to approve the minutes of 3/12/07, as written. Motion passes; 2/0/2. Pete Jones abstains as he was not on the board at this time and Nikki Roy abstains as she was not at this meeting.

Ms. Roy explains the meeting with Julie LaBranche from Strafford Regional Planning Commission (SRPC) relative to an Access Management plan. Ms. Roy suggests that the board create an access management subcommittee. Mr. Reitter suggests that the highway advisory committee (HAC) meet with the planning board on June 11 and discuss preparations for an access management plan. Mr. Jones offers to be the planning board representative and Mr. Reitter suggests that Fire Captain Kevin Madison be contacted for input. 

7:20 Scott Bryer is present representing the board of selectmen.
 
CASE: 06-21: Beaulieu/Lee, Lynn Grove Rd. Map 118/Lots 1.3 and 2.
Eric Reitter and Pete Jones recuse themselves. 7:30 Scott Bryer leaves as Roger LeClerc has arrived.
Mr. and Mrs. Beaulieu are present. Ms. Planchet explains that the Beaulieus received a conditional approval in September of 2006 for a two lot subdivision. She provides an overview of the conditions relative to the road. Ms. Planchet states that Underwood has reviewed the road and has provided a report. Further discussion is held regarding the NHDOT standards. Ms. Beaulieu provides further update and Mr. Beaulieu notes that there is some ledge and a telephone pole and therefore there may be some issues. He adds that this is a private dirt road and contours change on the road. He adds that there is an association for this road and the association can change the road too. Mr. and Mrs. Beaulieu express frustration with the process that has occurred over the past year. 

The board reviews the NHDOT Rural Road Standards and the table, all within the subdivision regulations. Discussion ensues regarding the road width at 22’ or 18’ with shoulders. Ms. Roy states that this is a complicated situation and is not a straight forward case. Ms. Carette comments relative to the association. Ms. Beaulieu explains that the association owns the road and they have vested rights to their property. The association maintains the road.

Mr. Jozokos agrees that the DOT 18 ft. would be the standard. Ms. Planchet notes that the report has stated that there are areas of the road that do not meet town standards. She states that there was also some concern with the culvert. Ms. Beaulieu states that the culvert has been cleaned out. Mr. Beaulieu states that contractors are scheduled to bring gravel and then cover the road with 3 inches of crushed gravel, as suggested. Ditching and proper slopes will be done. Bob Jozokos makes a motion that the interpretation of the Minimum Rural Road Standards is the NHDOT interpretation with up to 50 car trips per day, which results in 18’ of useable road surface. Joanne Carette seconds and the motion passes unanimously; 4/0.

Further discussion is held regarding the review of the road and costs thereof. Ms. Beaulieu notes that the building inspector was doing the reviews. Ms. Planchet states that the building inspector is not doing reviews and the conditions in the notice of decision state that the review will be done by the town’s engineer. Ms. Roy states that she feels that the estimate is too much for 600’ and that it should be sent back to the engineers. Mr. Jozokos agrees that the estimate should be toned back. Bob Jozokos makes a motion, second by Nikki Roy, to request a second estimate for review that is not so detailed and additional information with explanations for the need for two site visits. Motion passes unanimously; 4/0.

Mr. Jozokos calls for a recess at 7:55 p.m.
Mr. Reitter and Mr. Jones return to the board and session resumes at 8 p.m.

Design Review Committee Members:
Bob Knowlton, Mary Tebo, Gayle Robbins-Monteith, Shelley Bobowski.

Mr. Reitter explains the purpose of the design review committee is for landscaping and architectural design guidelines.
Mary Tebo provides copies of the following:
Architectural Design Review: 3rd revision provided
Off Street Parking: 2nd revision
Landscaping: never reviewed entire draft

Mr. Reitter requests copies of the design review committee (DRC) minutes for the planning board files. Ms. Tebo adds that the DRC meets along with the NCRC. Mr. Reitter states that a copy of the notices should be provided too noting where the meetings were posted. Mr. Reitter requests that Ms. Planchet review for all NCRC/DRC meeting minutes and postings.

General discussions are held regarding the materials provided as follows:
General wording
Heritage and natural resource based tourism
Outline structuring of the document
Architectural Design Review: applies to any business coming into town
Additional discussion is primary objectives of public safety and site planning; Regulations vs. Guidelines. 
Provide a definition of a “Strip Mall”
Discussion of materials for building
Discussion of shapes and styles of windows; transom
Define “Accent Areas”

Ms. Roy suggests a design document consisting of backup information be maintained regarding what is proposed and suggested. She and others on the board suggest pictures within the documents for example, will help the board now and in the future understand the intent of the regulations. Ms. Carette suggests more information with specifics and definitions.

Another meeting is scheduled for June 7 at 7:00 p.m. Materials are requested to be provided prior to the meeting for the board to have time to review.

Planner Position Discussion:
Ms. Planchet explains that the Local Government Center (LGC) did a wage study for the town and she was notified that the selectmen have accepted the wage plan. She states that the planner position was advertised with a pay range and the new wage plan does not have the planner placed within that range. She explains that raises occur, if appropriate, in March during the budget season. The wage plan used this year has wages different than what was advertised and intended for the planner. She adds that this year the scale was moved. Mr. Reitter states that the budget was cut at town meeting and the board of selectmen determined that a portion of the cuts would be the Cost of Living Adjustments for employees.

Additional discussion is held regarding how the planner position was advertised and the salary offered, and about the wage plan. 

Pete Heigis, Sherburne Hill Road, is present and inquires about what is involved in being an alternate planning board member. A discussion is held regarding jobs of the planning board, members, and alternate members as well as the schedule of the board. Mr. Reitter reviews the subcommittees of the planning board and the purposes of each.
 
Non Public Session:
9:05 p.m. Eric Reitter motions to go into a non-public session under RSA 91-A:3II(a) to discuss personnel issues. Bob Jozokos seconds.  
Roll Call Vote:
Pete Jones – yes
Roger LeClerc - yes
Joanne Carette – yes
Bob Jozokos – yes
Nikki Roy – yes
Eric Reitter – yes
Motion passes unanimously; 6/0.

Mr. Reitter left the meeting during the non public discussion.

10:25 p.m. Mr. Jozokos motions to come out of the non-public session. Seconded by Ms. Roy.
Roll Call Vote:
Pete Jones – yes
Roger LeClerc - yes
Joanne Carette – yes
Bob Jozokos – yes
Nikki Roy – yes
Motion passes unanimous; 5/0.

Mr. Jozokos motions to seal the minutes of the non-public session. Seconded by Ms. Roy.
Roll Call Vote:
Pete Jones – yes
Roger LeClerc - yes
Joanne Carette – yes
Bob Jozokos – yes
Nikki Roy – yes
Motion passes unanimous; 5/0.

10:30 p.m. Motion to adjourn the meeting is made by Ms. Carette and seconded by Mr. Jozokos. Motion passed unanimously; 5/0.

Respectfully submitted,

Lisa Fellows-Weaver
Board Secretary