NOTTINGHAM PLANNING BOARD
April 2, 2008
PUBLIC SESSION
APPROVED & AMMENDED
PRESENT: ABSENT:
Mr. Dave Smith, Chair Bob Davidson
Mr. Skip Seaverns
Mr. Peter Gylfphe, Vice Chair
Ms. Sue Mooney
Mr. Bob Davidson
Mr. Scott Canney
Mr. Bill Netishen, Selectmen’s Representative
Ms. Traci Chauvey, Alternate
Mrs. Lisa Sears, Land Use Clerk
Chair Smith called the meeting to order at 7:00pm and thanked Mrs. Sears for creating the new reference binders for each member. She noted that each member was also given contact information, per last meeting’s discussion and when the changes to the bylaws are completed she will give each member a new copy for their binder. Ms. Chauvey stated she will be picking up new RSA books this Friday. Ms. Chauvey was seated for Mr. Davidson.
Review of Minutes
The Board reviewed the minutes of March 19, 2008 and March 26, 2008
Point of Order: Ms. Sears briefly left the meeting to make copies of the March 19th minutes.
March 19, 2008
Ms. Chauvey changed states to stated and deleted s on subdivisions on page, one third paragraph. Ms. Mooney corrected the figure in the last paragraph on page 3; it should not be $5,000 it should be 5%, and she added ($1,225.00 in-kind) Mr. Seaverns wanted a break in the paragraph at Secondly. Discussion was on whether or not to move a paragraph on page 2. They did not move it. Mr. Seaverns discussed the process and wording of the cases that night. Chair Smith noted that the reasons for the motions were clear in the preceding paragraph. The Board agreed to change the wording.They changed recess in the first motion to match continue in the second motion
MOTION by Mr. Canney to accept the minutes of March 19, 2008 as amended.
SECOND by Mr. Gylfphe
VOTE 7-Aye. 0- Opposed 0- Abstained MOTION PASSED
March 26, 2008
Mr. Seaverns reviewed his questions from this meeting he was unable to attend. Ms. Mooney changed: forth paragraph-page 1 is to are; page 3 check spelling of criticizing. Ms. Chauvey changed suggested to suggesting that the.
MOTION by Mr. Seaverns to accept the minutes of March 26, 2008 as amended.
SECOND by Mr. Netishen
VOTE 6-Aye. 0- Opposed 1- Abstained MOTION PASSED
During the discussion of the minutes, Mrs. Sears noted her experience with filing of the draft minutes and approval of minute’s process and that the minutes should not be changed, it’s the Draft copy that are usually filed with a Town Clerk’s office and stamped by them. She noted that this action proves that the minutes were completed and filed in accordance to RSA 91A:4. She also noted that this also covers the Town in case someone presents documents in a future case, claiming to be minutes from a meeting. She noted the posted minutes could also have the minutes stamped “received by<date>” on them. The Board discussed this and the approval on minutes at length and noted they will consider Mrs. Sears suggestions and will talk about this at the next meeting. Ms. Chauvey noted at her
recent training, she was told the same as what Mrs. Sears was stating, but she did note that there were a lot of others who had done it the way she had. Chair Smith also noted if the process changes it should be reflected in the bylaws as well. It was also noted that the minutes don’t have to be accurate and there is no RSA that states they have to be approved. The Board was concerned that the Town Clerk’s office may not be open enough for this purpose. Mr. Seaverns was concerned that the Town Clerk was the office that should be keeping these documents. Mrs. Sears will check with Charlie Brown to see if there is a stamp that the Selectmen’s Office could do instead of the Town Clerk. Mr. Netishen noted that he would like the Selectmen’s Office to have copies of all the minutes from all the Boards/Commissions/Committees.
Mr. Netishen noted that minutes should be pretty general in nature. He agreed with Mrs. Sears that if there are a lot of abutters or a major vote then those minutes should be more detailed. She noted that minutes take; in general, about double the time of the actual meeting time or about one page per hour. Mr. Gylfphe noted fresh ideas for this Board are a good thing. The Board will discuss this at the next meeting, including the approval process of sending a copy to the Board of Selectmen’s Office. Ms. Chauvey noted that if the process changes as Mrs. Sears suggested then the Signatures on minutes would be no longer. For now it will continue until the Board decides otherwise.
Discussion continued on the approval/signature process. Mrs. Sears noted again she felt the most important issue was that she was required to follow the State RSAs, but if the Board would like to continue to direct her to use their process, that was up to them. Mr. Netishen felt there should only be one set of corrected minutes.
Other Business
Ms. Chauvey updated the Board that Mr. Ladd is scheduled to reappear before the Board on June 2, 2008. He will notify the office by April 15th and pay fees, and invoices due also. He also needs to contact the Conservation Commission.
The Paul and Leslie Longueil case has been continued with the ZBA until April 22nd. Ms. Chauvey will send a letter.
Preliminary review for Romeo Denais on 3 Ledge Farm Rd. (TM59 Lot 37) discussion of possible uses of property for prospective buyer.
Mrs. Sears noted the Real Estate agent came in on her client’s behalf and followed up a few days later asking for the Preliminary Review, she later phoned that they wouldn’t be able to attend tonight’s meeting as things had not progressed. She suggested that they may be back on in the near future.
Outstanding Business
Chair Smith noted the next agenda item was Subdivision Regulations but he felt that there were other outstanding items that needed to be addressed first. The Board agreed.
There was a lengthy discussion in great detail about invoices from Strafford Regional Planning Commission (SRPC) (invoices # 4659, #4660, #4671 totaling approximately $2205.00). Ms. Chauvey had an issue with the Board paying a bill for work they didn’t request to be done. The work was done in conjunction with the Conservation Commission overlay district and related work. The Board agreed that they didn’t ask for it but it was needed and they did have “the end product”. Chair Smith and Ms. Chauvey did note that this time span of the work was extremely short and there may have been confusion as to when the related work needed to be done and by whom.
Point of Order: Mr. Gylfphe left the meeting for approximately 7 minutes during this topic. Mr. Netishen also left the meeting during the discussion but returned shortly after.
Ms. Chauvey stated that she didn’t think that they were billing for work they didn’t do. She had a problem with being billed for work they believed to be covered under the grant.
The Board decided to pay the invoices but to accompany them with a letter stating that the SRPC should no longer work on anything with any other Board or Committee or Commission that the Planning Board has not requested and approved and will be billed for. The Planning Board must be aware of all projects they will be billed for and does not fall under any grant(s).
MOTION by Ms. Mooney to pay invoice #4659, #4660, #4671 to Strafford Regional Planning Commission with prejudice, with an companying letter explaining that the time spent on this work was believed to come under a grant.
SECOND by Chair Smith
VOTE 6-Aye. 1- Opposed 0- Abstained MOTION PASSED
Mr. Netishen asked about controls for the future so that this doesn’t happen again. Mr. Seaverns and Chair Smith wanted to add to the letter that SRPC should notify the Planning Board in writing and receive a formal approval for any work for which the Board will be billed for, whether it is for the Board or any other town organization, board, commission or committee, including a time frame and or a dollar amount.
Mr. Seaverns wanted the SRPC’s opinion on how this process could work better in the future.
Bylaws
Ms. Chauvey wanted to review Mr. Seaverns suggestions for the changes to the bylaws. Discussion was noted that this topic be limited to about 10 minutes.
Art. I Section 11: Mrs. Sears noted to call the office or email. The office email would be best to notify that you if they couldn’t make a meeting. They also discussed adding “ASAP” after 24 hours.
MOTION by Ms. Chauvey to add “or ASAP” after 24 hours on Article I, Section 11 and to have all members make a conscience effort to follow this.
SECOND by Mr. Gylfphe
VOTE 7-Aye. 0- Opposed 0- Abstained MOTION PASSED
MOTION by Ms. Chauvey to have Article VI Section 7 match the RSA
SECOND by Mr. Gylfphe
VOTE 7-Aye. 0- Opposed 0- Abstained MOTION PASSED
MOTION by Mr. Netishen to Article X Section 1 to switch outstanding business and correspondence.
SECOND by Mr. Canney
VOTE 7-Aye. 0- Opposed 0- Abstained MOTION PASSED
MOTION by Mr. Netishen to Article X Section 1 is removed altogether and reconsiders it at a later date, site walks are covered under related RSA674:1
Point of Order: He later rescinded his motion.
Mr. Seaverns noted that the number was added so that only one member could not go on a site walk.
MOTION by Ms. Chauvey to Article X Section 1 stay as is for now.
SECOND by Mr. Seaverns.
VOTE 6-Aye. 0- Opposed 1- Abstained MOTION PASSED
Mr. Netishen wanted to discuss at a later date, Article VII Section 1.
Discussion on the fee schedule was tabled but Ms. Chauvey wanted it noted that Mr. Seaverns did not agree with the changes made. She will also give an update to the Bond/escrow issues raised at the last meeting at a later date.
Ms. Mooney spoke about the Housing and Conservation Planning Program- Stage 1 grant. She passed out supporting documents and gave follow up information from a previous meeting. She noted that it was for updating the master plan, work for conservation planning, and at a later stage will help with developing ordinances.
MOTION by Mr. Canney to support this grant effort and are formally in support of this project.
SECOND by Mr. Smith
VOTE 6-Aye. 0- Opposed 1- Abstained MOTION PASSED
Mrs. Sears will write a letter confirming the support of the Board for the grant application and get it to Ms. Mooney early next week.
MOTION by Mr. Netishen to adjourn project.
SECOND by Mr. Gylfphe
The Board acknowledged the woman in attendance, who is working on her PhD. from UNH, who was in the audience she noted that she was attending area Planning, Zoning, Conservation and related committee meetings for 14 area towns over the next 18 months. She just wanted to introduce herself to the Board. (her name was not audible)
Mr. Seaverns also presented a copy of the Nottingham Water Well Survey for the Planning Office.
VOTE 7-Aye. 0- Opposed 0- Abstained MOTION PASSED
The Board adjourned at 9:42pm.
These minutes are subject to approval at a regularly scheduled Planning Board meeting at which time the above minutes are corrected or accepted.
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