NOTTINGHAM PLANNING BOARD MINUTES
MAY 24, 2006
PUBLIC SESSION
APPROVED BY THE BOARD JUNE 7, 2006
PRESENT: ABSENT:
Mr. David Smith, Chair Ms. Sandra Jones
Mr. Mark Harding
Mr. Skip Seaverns
Ms. Gail Mills
Ms. Mary Bonser, Selectmen's Representative (Arrived 7:08pm)
Mr. Peter Gylfphe (Arrived 7:10pm)
OTHERS PRESENT:
Ms. Michelle Beauchamp, Strafford Regional Planning Commission
Mr. David Wright, Economic Development Director
Ms. Kelly Tivnan, Planning Board Secretary
The Chair called the meeting to order at 7:05pm.
APPROVAL OF MINUTES:
Mr. Seaverns made a motion that the Planning Board approve the minutes from the meeting of May 3, 2006. Ms. Mills seconded the motion. The present members of the Planning Board voted unanimously in favor of the motion. The motion passed 4-0.
Ms. Mills made a motion that the Planning Board approve the minutes from the meeting of May 17, 2006. Mr. Harding seconded the motion. Ms. Mills, Mr. Harding, Mr. Smith, Mr. Seaverns and Mr. Gylfphe voted in favor of the motion. Ms. Bonser abstained from the motion. The motion passed 5-0 with one abstention.
WORKSHOP:
Ms. Beauchamp said that she had brought with her some of the rules of procedure used by other towns.
Ms. Bonser asked if the Planning Board could advertise for an alternate.
Ms. Bonser asked if Appledor Engineering could come in to talk to the Planning Board on July 5, 2006 about the proposed Fire Station. Mr. Seaverns asked what Appledor Engineering needed from the Planning Board. Ms. Bonser said that the meeting with the Planning Board would mostly be about FYI. She also said that it would partly be a site plan review. She said that because this was a government thing it did not technically need to come in front of the Planning Board for site plan review but she said that the company wanted to have a consultation with the Planning Board. Mr. Harding said that he was concerned about the proposed location of the new fire station. He mentioned that there could be a problem with flooding in that location. Ms. Bonser said that the Planning Board should discuss that with
Appledor Engineering during their consultation. She said that Paul Colby, the Building Inspector had gone and looked at the proposed site and he had needed his waders because of the recent rains.
Ms. Mills asked how many hours per week Ms. Beauchamp would work as the Town Planner. Ms. Beauchamp said that Ms. Copeland had suggested it would not be more than 16 or 20. She said that they were talking about her being in the office 8 hours per week and being in the Planning Board meeting 4 hours per week. She also reminded the Planning Board that the money they had set aside for their planner was used to pay her for office hours and meetings. She said that the time she spent on applications could be billed back to the applicant. Mr. Seaverns noted that the town did not have money between December and March. Ms. Beauchamp said that Ms. Copeland had based her figures on the money that Nottingham did have. Ms. Bonser said that the Board of Selectmen could encumber money to be used during those months
if necessary. Mr. Wright said that the Planning Board should come up with a deadline date for applications before they decided when Ms. Beauchamp would work in the office. Mr. Smith said that the Planning Board could choose a day of the week they wanted Ms. Beauchamp in the office. Ms. Beauchamp suggested Thursday. Mr. Smith suggested 9:00am-5:00pm. Mr. Wright said that the Planning Board should get extra copies of the plans and the Town Planner should send those to the town department heads. Ms. Mills said that the Planning Board had talked some about checklists and procedures. Mr. Seaverns said that the Zoning Board of Adjustments should be added into the contract in case they needed help from the Town Planner. He also said that bills should be sent to the Town Administrator with copies to the Planning Board Secretary. He asked if there would be separate bills to the applicant so that the amounts billed to the town and the
amounts billed to the applicant would not get confusing. Ms. Beauchamp said that there would be separate bills for the town and the applicants. Mr. Seaverns said that the payment process was a problem. He said that changing it would require escrows and estimates. He said that those needed to be a part of the application fees. Ms. Mills wondered if the plan did not get approved whether the applicant would get their money back. Mr. Seaverns noted that some of the money would already have been spent by the time the Board decided not to approve the plan. Ms. Beauchamp said that some towns asked for a $100 fee up front for processing. Mr. Seaverns said that he thought if a plan was accepted the applicant needed to be present with an escrow check. Ms. Beauchamp said that the Planning Board should have a sign off for the department heads. She said that if the department heads did not sign off than the plan would not get approved. Mr. Seaverns said that the Planning Board should
look at the plan first and comment on it. Mr. Smith said that if the Planning Board accepted the plan than that should trigger the sending of a memo to the other departments. Mr. Seaverns said that the Planning Board needed to commit to looking at a plan and making sure it was complete before they gave it to anyone else. The Planning Board looked at the checklist. They decided that they needed to have all the waivers as part of the application. Ms. Beauchamp showed the Planning Board her job description for the Strafford Regional Planning Commission and her contract as Town Planner. Ms. Beauchamp asked if the job description would be sent out for public notice. Ms. Bonser said no. She said that the Nottingham Planning Board already had a contract with Strafford Regional Planning Commission and the services of a Town Planner would just be another service that they would get from that established contract. Mr. Smith said that they
should ask that question to the town attorney. Ms. Bonser said that she would talk to Ms. Carlson and Mr. Brown about the questions they had discussed regarding payment. Mr. Wright said that the Planning Board needed a firm deadline date for applications. Mr. Seaverns showed the Planning Board how the application schedule worked in North Hampton. Ms. Bonser said that the Planning Board was supposed to serve the people of Nottingham. She said that if something was missing in the application submitted by a resident the applicant should be notified. She said that the Planning Board had the opportunity to help people and they wanted this process to be user friendly. She said that the Planning Board should help to make sure applicants plans are complete so they can be accepted by the Board. Mr. Seaverns said that the Planning Board needed a procedure. He said that applicants would not get a long time for presentation at the
accept/reject hearing. He said that if the Board did not have a procedure they would need to meet every week. Ms. Bonser said that Planning Board members were elected as public servants. Ms. Mills said that the Planning Board was elected to uphold the law. Mr. Smith said that the Planning Board needed a simple, easy to follow checklist. Ms. Bonser said that the memo from the Town Planner evaluating individual applications needed to go to the Planning Board and the applicant. She said that would make it possible for the Planning Board to get applications approved in one meeting. Mr. Smith suggested that applicants could get a copy of the memo from the Town Planner if they included with their application a self addressed stamped envelope. Ms. Bonser said that the purpose of the Planning Board was supposed to be directing growth. Ms. Mills said that packets given to applicants could include a form letter about the procedure used by
the Planning Board. Mr. Seaverns said that the applications at the accept/reject hearing could be advertised as scheduled for acceptance but the notice could indicate that “if time permits further discussion of the application may exist.” He said that the Planning Board should make clear that approval of any subdivision application will take at least 2 meetings and that lot line adjustments may be simpler but may also still take more than one meeting. Ms. Bonser asked if lot line adjustments fit under the town 4 year phasing ordinance. Mr. Seaverns said that the Planning Board needed deeds so that they could avoid having lot line adjustments used to set up subdivision applications. Ms. Mills said that the Planning Board needed to be very careful about waiving things. Ms. Beauchamp said that the Planning Board needed to set time limits on their approvals. Mr. Wright said that the Planning Board should look at doing conditional
approvals. Mr. Smith said that the Planning Board should have a workshop on the rules of procedure and they should review their checklist at the same time.
The Planning Board scheduled a workshop for June 14, 2006 to discuss their rules of procedure and review their checklist.
The Planning Board asked a question about the Gazzola application. Mr. Seaverns suggested that the plans for that property be sent to the Fire Department, the Police Department and the Road Agent. He said that those departments could contact Deerfield. He said that Nottingham could notify Deerfield of the subdivision application if they wanted.
Ms. Bonser nominated Ms. Mills as Strafford Regional Planning Commissioner. Mr. Gylfphe seconded the motion. The present members of the Planning Board voted unanimously in favor of the motion. The motion passed 6-0.
Mr. Smith read a letter from the Rockingham County Conservation District about the Homestead subdivision. Mr. Seaverns suggested a cover letter to the developer saying that the town said they should take care of these issues. Ms. Bonser said that letter should be carbon copied to the Board of Selectmen and to Attorney Teague. Mr. Seaverns suggested that they say something to the effect of that the Planning Board had discussed this matter and was concerned and that they would like this matter to be resolved as quickly as possible.
Mr. Gylfphe made a motion to adjourn the meeting at 9:30pm. Ms. Mills seconded the motion. The present members of the Planning Board voted unanimously in favor of the motion. The motion passed 6-0.
Respectfully submitted,
Kelly Tivnan
Planning Board Secretary
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