NOTTINGHAM PLANNING BOARD
March 24, 2010
PUBLIC SESSION
DRAFT- NOT FINAL UNTIL APPROVED BY THE BOARD
Type of Meeting: Scheduled
Method of Notification: Posted at the Nottingham Municipal Building & Nottingham Post Office
Meeting Location: Nottingham Municipal Building
PB Members Present: Scott Canney; Chair, Arthur Stockus; Secretary, Bill Dean; Vice Chair, Susan Mooney, Gary Anderson (seated for Ms. Bonser), Jeff Quinn, Rick Bacon
PB Members Absent: Mary Bonser; Selectmen’s Rep, Peter Gylfphe, Alt. Member, Cheryl Smith; Alt. Member, Traci Chauvey; Alt. Member,
Others Present: Lisa Sears; Land Use Clerk, Robert “Buzz” Davies; Alternate Member (not seated),
Chair Canney called the meeting to order at approximately 7:06 pm. After the Election of Officers the newly elected Chair, Mr. Stockus ran the meeting.
Review of Minutes
March 3, 2010
Line 74 after because to read: the public notice was improperly posted.
MOTION by Mr. Stockus to approve the amended minutes of March 3, 2010.
SECOND by Ms. Mooney
VOTE 3-Aye. 0- Opposed 4- Abstained MOTION PASSED
March 17, 2010
Line 12 remove Susan Mooney, she was not present.
Line 21 add that Ms. Smith was seated for Ms. Mooney
Line 25 insert of the after review
Line 53 change where to were
Line 79 change improperly noticed to improperly posted
Line 83 add owner of lot 53 after Mr. Crowell
Line 85 insert so after done
Line 87 delete is
Line 88 change didn’t to would not
Line 90 insert apparent after no
Line 111 delete comma
Line 113 change are to is
Line 116 add apostrophe after systems
Line 119 add semicolon after frontage
Line 128 delete the before Lot
Line 137 after the word if, insert the Lot Line Adjustment was then. Change motion to meeting
Line 161 delete d in received
Line 162 delete recent
Line 166 insert of after copies
Line 170 change 30th to 31st
Line181 & 182 move in the office after reviewed
MOTION by Mr. Stockus to approve the amended minutes of March 17, 2010.
SECOND by Mr. Dean
VOTE 3-Aye. 0- Opposed 4- Abstained MOTION PASSED
Mr. Anderson stated he would like to meet with Mrs. Sears during office hours to get an update on any ongoing projects. Mrs. Sears agreed.
Election of Officers
MOTION by Ms. Mooney to nominate Scott Canney for Chairperson
SECOND by Mr. Stockus
VOTE 3-Aye. 0- Opposed 4- Abstained MOTION DIES
MOTION by Mr. Dean to nominate Arthur Stockus for Chairperson
SECOND by Mr. Quinn
Mr. Dean explained his only concern was the ability of members to have consistent attendance. He noted between his own schedule and Chair Canney’s work schedule it was difficult at times to get a quorum. He noted there was no personal issue and he felt Chair Canney had done a great job.
VOTE 2-Aye. 0- Opposed 5- Abstained MOTION DIES
Chair Canney noted that he may have to work out of town again this summer. Mr. Stockus noted that he could fill in during Chair Canney’s absence again.
MOTION by Mr. Dean to nominate Arthur Stockus for Chairperson
SECOND by Mr. Quinn
VOTE 6-Aye. 0- Opposed 1- Abstained MOTION PASSED
Mr. Anderson noted that he was seated for Ms. Bonser and not had officially been appointed as liaison to this Board.
MOTION by Mr. Stockus to nominate Bill Dean for Vice Chairperson
SECOND by Mr. Bacon
VOTE 6-Aye. 0- Opposed 1- Abstained MOTION PASSED
MOTION by Mr. Stockus to nominate Rick Bacon for Secretary
SECOND by Mr. Canney
VOTE 6-Aye. 0- Opposed 1- Abstained MOTION PASSED
Review of Bylaws
The Board discussed changing their meeting dates. Article IX, Section 1. It was noted that if they need Jack Mette, Mette Planning Consultants, to come to a meeting he is only available on the second and forth Wednesdays. It was also noted if they change the nights to second and forth, they would no longer conflict with the School Board for Cable access time. The Board usually fills in additional workshop meetings to accomplish items on their “to do list”.
Mr. Anderson gave a brief update of the Cable Committee, he believes that the Cable Committee is about to sit down to negotiate contracts with Comcast.
MOTION by Mr. Dean to Article IX, Section 1 to change the meetings from First & Third to Second &Forth Wednesdays.
SECOND by Ms. Mooney
VOTE 7-Aye. 0- Opposed 0- Abstained MOTION PASSED
Article I Section 10
Mr. Dean had concerns about there being short notice when the Chair can’t attend to allow more notice to Vice Chair. Mr. Stockus asked Mrs. Sears on how notice of absences has been done. She noted some members are excellent at noticing some are not. She noted that it has been improved greatly from when she first started. She noted that when Ms. Mooney can not attend she emails more than just Mrs. Sears, she emails the Chair and Ms. Smith her alternate as well. The Board discussed how best to handle the last minute issues that come up. They decided to change the wording of this section that includes sending a broadcast email and/or phone call if possible to all members.
Point of Order: During this discussion, Mr. Canney had to leave the meeting (at about 7:45pm) due to a family emergency.
MOTION by Mr. Dean to Article I, Section 1 to change to insert and board members after Clerk, also to add: via broadcast email, and by phone if possible, after possible.
SECOND by Mr. Anderson
VOTE 6-Aye. 0- Opposed 0- Abstained MOTION PASSED
Mr. Dean suggested the following addition:
Article VI
Section 8: Any changes in office hours of PB Clerk shall be approved by majority vote of the Board prior to the actual changes becoming effective.
Mrs. Sears noted that this is complicated as she works for the Town Administrator (Charlie Brown). Mr. Dean stated that she also works for the Board.
Mr. Anderson suggested that there be some kind of wording that states “in collaboration with”. Mr. Dean wanted to have formal procedures in place but was not concerned when the Board votes on it: before or after Mr. Brown but wanted it to be voted on before the changes take place.
Mrs. Sears stated, for the record, that she had sent out an email with little response from the Board (Mr. Stockus was the only response she could recall and that he stated that he felt the change was reasonable) She also noted that she had asked during last week’s meeting (before the change of hours took place) again with no objections from the Board at that time.
Mr. Dean stated it was nothing personal but added that if the first one to object to the change approved by Mr. Brown would have been viewed as an “SOB”. Mrs. Sears disagreed.
MOTION by Mr. Dean to add: Section 8: Any changes in office hours of PB Clerk shall be approved by majority vote of the Board prior to the actual changes becoming effective.
Point of Order: At this point in the meeting the audio tape ended and the second side of the tape is not always audible: almost like a skipping effect, so these sections of these minutes were based on Mrs. Sears’s notes.
Ms. Mooney was concerned that this may limit Mrs. Sears’s ability to earn extra hours if Mr. Brown needed her to. Mrs. Sears noted that in 2009 she only used about $10,000 of the $15,000 that was budgeted for salary.
She explained that the request from the change of hours was because she now needed to be home in time to get her son off the school bus. The prior arrangement she had needed changed and she had given notice to Mr. Brown and the Board as soon as she knew of the need for the change.
She also noted the last change of hours came because there was no one coming in the office when she was staying until 5 pm so it was reduced to 4 pm. She again noticed Mr. Brown and the Board approved and the public was given ample notice.
Mr. Davies expressed his concerns but can not be heard on the tape. Mr. Dean also expressed concern with Mrs. Sears request for April 7th off to allow her to go to her son’s band concert. He implied that her time off should also be approved by the Board and something along that idea be added to the bylaws as well. Mrs. Sears noted that she had given almost a month’s notice of that request and had a problem if he was implying that she needed to have a majority vote for a night off. She also noted that she could have just called in sick at the last minute but she would not do that because that would be unprofessional. Mr. Dean later withdrew his position on this idea.
Point of Order: the tape continues to be inaudible. It sounds like the second is by Mr. Quinn?
SECOND by Mr. Quinn
VOTE 3-Aye. 2- Opposed 1- Abstained MOTION PASSED
Mr. Dean was concerned that the Board spends 10-15 minutes each meeting on reviewing the minutes; noting content and spelling, punctuation errors. He noted it takes too long and they are tabled too often. He asked the Board for some kind of review or proofing process of the minutes before the review of the minutes.
Point of Order: again this side of the tape becomes completely inaudible; with only static and occasional syllables being heard until end of the motion to table the bylaw review.
Mrs. Sears explained that she has always been told her minutes were excellent, but that errors happen. She also noted it would help if members could review the minutes before the meeting and not during the meeting. She stated that minutes are per RSA a DRAFT document and that is why the Board has the review. There are no RSA’s that state the Board has to approve minutes. She also noted that they are the record; the amended minutes are posted on the website.
Mr. Stockus stated that the minutes are tabled at times because there is not always enough members present to approve them. He added that errors like having Ms. Mooney present when she was not should be corrected but overall Mrs. Sears did a good job with them. The Board agreed to do their best to read the minutes before coming to the meetings so that review would not take as long.
The Board discussed the procedure for reviewing the bylaws.
Point of Order the Board made a MOTION to hold the second review of the Bylaws at the March 31st meeting.
VOTE 6-Aye. 0- Opposed 0- Abstained MOTION PASSED
Nottingham PB Procedural Handbook-1997
Mrs. Sears explained that she came across these and asked the Board if they wanted to review them along with the Bylaws. Mr. Stockus suggested that the new members and Mr. Anderson be given more time to review.
“To-do List” – Meeting & Workshop Schedule
Mrs. Sears explained that this list was made up of suggestions from members over the year of things they had stated that they wanted to work on. She noted that she would like to see the subdivision regulation application, checklist and flow chart be at the top of the list. Mr. Stockus asked her to review each item on the list with a brief status of each item.
Mr. Stockus suggested that each member review the list and put it in order of importance. It was noted that it was a long list and could never be completed in one year. Mrs. Sears agreed and noted that they have about 14 workshops to work on a few of these items and also reminded the Board that subcommittees taking on some of these items have worked very well in the past. Members will return their list of priorities to Mrs. Sears by Monday, March 29, 2010.
Ms. Mooney would like Ms. Smith to receive a copy and submit her list as well. Mrs. Sears will send one to her via email.
OEP conference registration
Mrs. Sears gave hard copies of the topics of the Conference in May for the Board to review. She noted she could sign up members or they could do it on line themselves.
Capital Improvement Plan
Mrs. Sears noted that the Board still needs an update. She confirmed that all members have a hard copy of the plan now.
Workshop Meeting Schedule
The Board confirmed their decision to hold a workshop meeting to review the information submitted by the applicant for the Howard/Giles case. The Board confirmed getting an estimate from RCCD for the engineering review. They briefly reviewed the subdivision review process for Mrs. Sears.
Mrs. Sears will notify via phone, email, or letter if time allows the abutters present at the March 17th meeting, per the Local Government Center’s attorney suggestion. The Board again noted that the workshop was not a public hearing and no input/comments from the public or the applicant would be allowed. The Board’s intent is to review the submissions, and help the new members get up to speed on the case and to allow for the various experience levels on the Board. Member will review the case together.
MOTION by Ms. Mooney to adjourn.
SECOND by Mr. Stockus
VOTE 6-Aye. 0- Opposed 0- Abstained MOTION PASSED
Respectfully Submitted,
Lisa L. Sears
Land Use Clerk
These minutes are subject to approval at a regularly scheduled Planning Board meeting at which time the above minutes are corrected or accepted.
| 
