Planning Board
Preliminary Meeting Minutes
Recorded by Sharon Rossi
November 26, 2012
Present: RMarshall, JFletcher, PRenaud, KO’Connell, MBorden, RWimpory, SChicoine
7:03 p.m. Minutes:
JFletcher began reading the November 12, 2012 meeting minutes. Several spelling, punctuation and replacement of words were done. No substantive changes were made. JFletcher motioned to accept the minutes as amended. PRenaud seconded. Vote carried in favor.
7:15 p.m. Mail Received:
Replies from Certifieds for Sawmill Estate
Greenfield Building Permits YTD 2012 dated November 13, 2012
Bill from Savron Graphics, LLC for 700 public input postcards in the amount of $200
Town & Country Magazine from LGC
Invoice from Fletcher & Wilder for design/production in the amount of $492.60
Sawmill Estates
COglivie’s report on the Sawmill Estates application has been received. She recommends the Planning Board do a site walk of the property before the Board accepts the application. RMarshall checked with GMitchell to coordinate a site walk on December 8 at 9 a.m. GMitchell confirmed the date and time for the site walk. JFletcher, KO’Connell, SChicoine, and RMarshall will attend and PRenaud possibly. RMarshall will notice the site walk for the public.
7:22 p.m. CPG Zoning Ordinance Review
LMurphy, SWRPC, handed out the draft of the Greenfield Zoning Ordinance Review that she has prepared. In addition to these recommendations, as per our Community Planning Grant, she can prepare up to two new ordinances.
General discussion occurred on each of the recommendations, attached to these minutes, but no decisions were made. RMarshall asked the Board to thoroughly read and review the changes suggested by LMurphy so we could have comments ready for the December 17, 2012 meeting as LMurphy and Steve C, from SWRPC, will be here to note our changes. Steve Waleryszak is the new map maker and will make final changes to the land use maps at that time.
LMurphy ended her presentation on the suggested changes of the zoning ordinances. LMurphy stressing why it is so important to have dictionary reference in Zoning Ordinance to offer clarity for all concerned.
RMarshall advised the Board that he is still working with PHopkins on dilapidated buildings.
8:45 p.m. Sawmill Estates
Fee Assessment for Applications. RMarshall said he had consulted with CShaw to clarify apparent inconsistencies in fee assessments in our Subdivision application form. Sometimes, we are assessing fees twice for the same activity.
RMarshall said GMitchell will be asking for lot fee waiver as he has paid them in the previous application process. KO’Connell said, “If he, GMitchell, was previously charged the $50 per lot fee and paid the fees, then we should return that portion, as the application was ultimately rejected. This is a new application before us and we will charge accordingly if approval is reached. We should return the fees from the first time around.” RWimpory asked RMarshall to determine how much he was charged and return that money. And then inform GMitchell, “If you wish to come before us with a new application we will go forward with this application. This will clear the table on the older application.” SChicoine commented that we must reinforce that lot fee charge is in the
past and does not pertain to this application.
RMarshall and RWimpory agreed the application fees should be separated from approval fees.
This will be something we will address in January along with the site plan review ordinance.”
RMarshall noted that the approval fee, the registry recording fee and the LChip fees shouldn’t be levied at application time. If approved, the three fees should be assessed at the time of approval, before signing. If not approved, these fees are null. Consultant fees are levied as needed. RMarshall will consult with LGC for avidce in how to proceed.
RMarshall said that he had a conversation with CBranon concerning the number of official stamp/seal on the plat (3). CBranon explained that Ploof and Guida are engineers in the Fieldstone office and that only one certified notice is needed for this application. He commented that were notified via Fieldstone notification.
RMarshall said, “ The Planning Board wants a certified notification for every stamp/seal that is on the plat which is according to our regulations, page 4, Section III J as well as the RSA. He will notify CBranon via e-mail and will send a copy of his reply to the Board members. “
SChicoine noted that in 2010, Sawmill Estates was put in Trust, which is now the legal owner of the property. According to state regulations, a new plat must show the Trustee as the owner of the property. Also GMitchell or CBranon has to have a document stating that he is the agent and is able to present this information to the Board.
RMarshall will send an e-mail to GMitchell confirming the December 8th, 9:00 a.m. site walk, informing him that we are working on the fee question and asking that the correct name of the owner of the property (the Trust) be on the plat, and a document be generated informing the Board who has the authority to act as the agent for the Trust. He will forward copies of the e-mail to the Board.
9:04 p.m. Update - December 1, 2012 Community Conversation meeting.
RMarshall expressed his concerns about possible number of attendees and the downstairs room size. The room may not be able to handle a large group. Childcare will be available via the Girl Scouts and Mrs. Ruth Bergman. He will be getting the refreshments and paper supplies from the Harvester Market.
He then outlined his presentation as follows:
· Introductions
· Vision directives from the community
· Community Planning Grant, what is it and what has been done- Q and A
· Slide show-Where are we and where do we go from here?
· Round 2 of the Community Planning Grant
· Neighborhood Heritage District-What is it and why?
· Wrap-up
JFletcher said, “Sounds like a good plan. Hopefully, a good group shows up.”
10:10 p.m. Adjournment
MBorden motioned to adjourn. KO’Connell seconded. Vote unanimous in favor.
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