NEWTON PLANNING BOARD
MINUTES OF WORK SESSION
NOVEMBER 10, 2015
1. Call to Order: Chairman Roger Hamel called the meeting to order at 7:00 pm. In attendance were: Chairman Roger Hamel; Vice Chairman Jim Doggett; Planning Board members Barbara White, Sandra Estabrook, and Bill Smith; Alternates Jim Holland and Jim White; Circuit Rider Planner Jennifer Rowden was excused. Minutes were transcribed by Administrative Assistant Rick Milner.
R. Hamel appointed J. White to stand in for R. Miller.
R. Hamel appointed J. Holland to stand in for F. Gabriel.
2. 125 Development NH Corp request to review performance guarantee connected to Puzzle Lane roadway construction.
Coleman McDonough, President of 125 Development NH Corp, was present. R. Hamel and J. Holland stepped down from the Board.
J. Doggett presented the following memos:
a. Town Engineer memo indicating the roadway improvements for Puzzle Lane have been completed.
b. NHDOT memo indicating there are no further improvements for work within the State of NH right-of-way required at this time. Low spots in the Puzzle Lane pavement within the State right-of-way may be an issue in the future. NHDOT recommends that the Town of Newton have a means to have the developer correct the issue if necessary.
J. Doggett noted that the deposit of the maintenance guarantee is still outstanding.
R. Milner stated that the acceptance of the second portion of the roadway from the puzzle factory entrance to the cul-de-sac still remains to be completed. A deed for this portion of the roadway must be presented to the Town of Newton for approval as one step in the roadway acceptance process.
J. Doggett noted that, per the town’s subdivision regulations, the expiration date of the maintenance guarantee is two years after the date of acceptance.
R. Milner informed the Board that the NPREA account for the roadway project is at a low balance.
B. White moved that the Planning Board request that the NPREA account for the Puzzle Lane project be brought to a balance of $1,000.00. Second by S. Estabrook. Motion carried unanimously.
Mr. McDonough asked for clarification regarding the maintenance guarantee language and the roadway acceptance process.
J. Doggett explained that the Planning Board procedures require review of the maintenance guarantee language and roadway acceptance documents prior to providing an informed recommendation to the Board of Selectmen for performance guarantee release and acceptance of the roadway.
R. Hamel and J. Holland returned to the Board.
3. Town of Newton, NH review of proposal and cost estimates to develop Capital Improvements Program.
R. Hamel presented a proposal and cost estimate prepared by the Rockingham Planning Commission (RPC) for creation of a new Capital Improvement Program (CIP). The proposal totaled $4,092.00 for several tasks to prepare the CIP document.
J. Doggett suggested that the Board obtain reports and documents used to create the Newton Municipal Complex proposal as reference to guide the Planning Board’s CIP efforts. One item that is missing with these types of reports is a cost analysis for the project. J. Doggett suggested that the Board ask the RPC if cost analysis of capital improvements is included with their proposal. Or, is cost analysis a responsibility of the Town of Newton?
B. Smith suggested that the various town departments should articulate in their CIP submittals the benefits for the town that are associated with their capital improvement expenditure.
B. White moved that the Planning Board authorize the Rockingham Planning Commission to prepare a contract for consultant services and tasks associated with the preparation of a Capital Improvements Program with an amount not to exceed $4,092.00. Second by J. White. Motion carried unanimously.
J. Doggett moved that the Planning Board authorize the Chairman to submit a requisition to the Board of Selectmen in an amount not to exceed $4,092.00 upon receipt of the Capital Improvements Program services contract. Second by B. White. Motion carried unanimously.
4. Town of Newton, NH review of proposed 2016 Planning Board operating expenses budget.
R. Hamel presented the proposed 2016 Planning Board operating budget expenses worksheet to the Board. R. Hamel stated that the Planning Board has presented a level funded budget for the past three years at approximately $47, 900.00. In addition, for several years before that, the Board’s budget was approximately $53,000.00. The Planning Board has cut so much in past years that the operating budget is at a level that compromises its ability to appropriately operate.
B. White agreed with R. Hamel’s assessment of the budget level.
R. Hamel stated that, in order to do its job appropriately, the Planning Board needs to increase the budget line connected to the administrative assistant salary to match the current hourly rate and the increased work load due to increase in number and scale of projects facing the Planning Board in 2016. The current budget level for the salary line is similar to the expenditure allowed as far back as 2007 which was based on the 2007 hourly rate.
J. Doggett suggested that some budget lines that have not been used in past years should be trimmed.
R. Hamel stated that legal expenses have risen in the past year and exceeded the budgeted amount. Legal budget line may need to be raised to fund possible increase in the need for legal services.
J. Doggett cautioned against a large increase in the overall budget total. Increases in some lines should be balanced with cuts in other areas.
B. White moved that the Planning Board recommend to the Board of Selectmen a 2016 operating budget funded at $53,412.00 with increases as shown on the operating budget worksheet in the Dues and Subscriptions, Copies, Legal, Circuit Rider Contract, and Salary lines. Second by J. Holland. Motion carried 5-2 with J. Doggett and S. Estabrook opposed.
5. Other Board business.
a. Review of 2015-2016 zoning ordinance amendment schedule.
R. Milner presented the available public hearing dates for proposed amendments to the zoning ordinance to be included on the 2016 Town Warrant.
J. Doggett moved that the Planning Board schedule the public hearing for inclusion of zoning ordinance amendments on the 2016 Town Warrant on December 8, 2015. If a second public hearing is necessary, it is scheduled for December 22, 2015. Second by B. White. Motion carried unanimously.
b. Review of 2016 meeting calendar.
R. Milner presented the proposed 2016 Planning Board meeting calendar. Conflicts with the March Town Voting Day and the November National Election Day were noted.
J. Doggett moved that the Planning Board approve the 2016 Planning Board meeting calendar with notations added that the March 8, 2016 and November 8, 2016 meeting dates are cancelled due to conflicts with Town Voting Day and National Election Day. Second by J. Holland. Motion carried unanimously.
c. Acceptance of minutes.
J. Doggett moved to accept the minutes of the October 13 meeting. Second by B. White. Motion carried unanimously.
d. Manifests.
R. Hamel presented a NPREA manifest to the Board. The invoices reflected payment to the Town Engineer for site visits and plan reviews.
J. Doggett moved to pay the NPREA manifest in the amount of $2,477.76. Second by J. Holland. Motion carried unanimously.
R. Hamel presented an operating budget manifest to the Board. The invoices reflected payment of phone bill and legal services.
J. Doggett moved to pay the operating budget manifest in the amount of $383.09. Second by B. White. Motion carried unanimously.
e. Correspondence.
R. Milner presented Town Engineer review memos for various ongoing construction projects.
R. Milner informed the Board that letters from NHDMV were received by the Planning Board office requesting Planning Board approval of inspection station and car dealership licenses for different locations.
J. Doggett suggested that these proposed approvals should be reviewed by the entire Planning Board at a meeting. The Board came to a consensus without objection that the NHDMV approvals should come before the entire Board for review.
B. White informed the Board that NHDOT has prepared a revision report which updates the funding status for the Rowe’s Corner improvements of the state roadway.
f. Review of Administrative Assistant 2015 performance evaluation
Non-public session per RSA 91-A:3.II.a
J. Doggett moved to enter non-public session under RSA 91-A:3, II (a) at 8:55 pm. Second by B. Smith. Board polled.
J. White – yes; B. Smith – yes; S. Estabrook – yes; B. White – yes; R. Hamel – yes; J. Doggett – yes; J. Holland – yes.
The Board came out of non-public session at 9:23 pm.
J. Doggett moved that the minutes of the non-public session will remain confidential until in the opinion of the majority of the members the circumstances no longer apply. Second by J. Holland. Motion carried unanimously.
J. Doggett moved that the Planning Board submit to the Board of Selectmen the recommendation decided in non-public session regarding the Administrative Assistant performance evaluation. Second by B. White. Motion carried unanimously.
R. Milner asked for clarification regarding the Planning Board’s recommendation to the Board of Selectmen.
R. Hamel stated the Planning Board’s recommendation of a one-step merit increase for R. Milner in the position of Administrative Assistant.
6. Adjourn: The meeting was adjourned at 9:28 pm.
Respectfully Submitted,
Rick Milner
Administrative Assistant
Newton Planning Board
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