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Planning Board Minutes 07/07/2011
Poland Planning Board
Minutes of Meeting
July 7, 2011

CALL TO ORDER
The meeting was called to order at 5:59 by George Greenwood, Vice Chairman.  Norman Davis-Alternate member, William Willett, Carl Duchette, and James Porter were in attendance along with the CEO and recording secretary.  Robert Brown was absent with notice.

ORGANIZATION OF THE BOARD
Chairman – Nomination of Carl Duchette by James Porter seconded by William Willett.  4 – YES    0 - No
Vice Chairman – Nomination of George Greenwood by James Porter seconded by Norman Davis.  4 – YES     0 - NO
Secretary – Nomination of Robert Brown by Carl Duchette seconded by James Porter.  5 – YES    0 - NO

NEW BUSINESS
Safari Sand and Gravel – Map 10 Lot 48-6C, E, F, G, 49, 49B, 49D – Formal Site Plan
  • Tom DuBois was present to represent the applicant Safari Sand and Gravel.  Applicants Cyndi Robbins and Peter Bolduc were also present.  Bob Faunce, third party reviewer was present along with multiple neighbors of the proposed pit.  
  • Tom DuBois – In reference to Bob Faunces memo dated July 1, 2011 most conditions were agreed upon but there were a few that were not.  
  • Crushing – proposed by Tom DuBois… outside operation comes in and mobilizes crushing and it takes longer than three days.  He made reference to Tom Learneds conditions in a memo dated September 14, 2007 and would like the same to apply to Whalesback Gravel Pit.  Bob Faunce states that the pits are quite different and cannot be compared on the crushing.  He notes 12 homes in the immediate vicinity of the pit.  Would agree to move forward with a recommendation of three 3 day working periods running together not including Saturday and Sunday for a total of nine crushing days per year.  Peter Bolduc states that the crushing would need to have more crushing time.  Cyndi Robbins reports that there was 8 days of continuous crushing the last time.  Tom DuBois is expecting to generate more rock from the site.  Planning Board member James Porter suggests 3 one week periods which would be 15 crushing days with no crushing on weekdays and holidays.  Bob Faunce brings up that neighbors would probably be happy with the 15 days.  Bob Faunce points out to the board that noise from crusher is not included in the noise study.    James Porter makes a suggestion for 15 days of crushing except for holidays and weekends per year and crushing can be revisited in the annual pit review.  Agreement made by board and pit representatives.
  • Storage of materials – proposed by Tom DuBois… would like to allow contractors to stockpile if needed for local jobs.  Bob Faunce points that the initial recommendation was made due to the concern of them bringing in reclaim piles.  He has no problem with rewording the condition to state that they can bring in materials from off site as long as they are clean materials.  Agreement made by board and pit representatives.
  • Berm – proposed by Tom DuBois… study states it can be something other than loamed and seeded.  Bob Faunce responded with stating he would have no problem with crushed rock or hay bales.   Peter Bolduc states that they will make the 6’ high 150’ long suggested sound barrier berm from the loam they have on site and seed so that the berm materials can be used in the reclamation of the pit.  Agreement made by board and pit representatives.
  • Michelle Arsenault – Public questions relating to the pit.
  • Would large rocks be brought into the pit and put into the crusher
  • Tom DuBois – does not anticipate that they will have material from other operations brought in and crushed
  • Would like clarification on whether lot 49B and 49 D will be used
  • Tom DuBois – they are using only using the area that is shaded for operations  Less than 1000 sq feet of one of the lots.
  • Bob Faunce – They are only allowed to use the area which is on the contours and nothing else
  • Clarification on why the application states no existing well and septic and there is one on 49C
  • Carl Duchette – states that they are only required to be listed on the application if they are to be used at the pit
  • Clarification on whether vegetation along the road will be taken down
  • Tom DuBois – anything in green are areas that they are not touching and they have no plans to destroy the vegetation that has grown along the road
  • Road is open and has a concern with the big trucks
  • Carl Duchette – Whaleback is a private drive and the rights of the pit would not be any different than anyone else who is allowed use of drive.  He also notes the limited use of pit.  
  • Carl Duchette – going through submission checklist.  They are missing the approval from Fire/Rescue department
  • George Greenwood makes a motion to consider the application for Safari Sand and Gravel as complete pending the approval from the Fire/Rescue chief being returned.  Seconded by James Porter.  Discussion: None  Vote  5 – YES     0 – NO
  • Carl Duchette – any further discussions relating to the pit
  • Tom Dubois – would like to be allowed a warm up period before 7 AM.  A normal warm up period could be a maximum of 30 – 45 minutes.  
  • Bob Faunce states warm ups are a not an issue as long as 30-45 minutes warmup time is maintained.
  • Carl Duchette recommends a start up time of 6 AM for equipment warm up.  Agreement made between board and pit representatives.
  • Michelle Arsenault would like a clear answer to what the hours for equipment moving are to be.
  • Carl Duchette states that equipment can me moved in and off site before and after 7 AM – 7 PM.  
  • Peter Bolduc states that as a rule the hours for moving equipment will not be before 6 AM or after 7 PM.  Agreement made between the board and pit representatives.
  • William Willett would like the notification for demolition to be given to the Fire Chief along with the CEO.  Agreement made between the board and pit representatives.
  • Carl Duchette is requesting a financial guarantee be made.
  • Don Gerrish, Acting Town Manager, states that a CD from a previous pit owner was required and the pit owner will get everything, including interest, back when the reclamation of the pit is completed.  He reminds the board that the amount of the financial guarantee should be consistent with what the cost would be to the reclamation of the pit if the Town has to do the work
  • Bob Faunce is in agreement with the recommendation of a joint CD.
  • James Porter doesn’t feel the $10,000 amount is acceptable due to the smaller size of this pit compared to the one who holds the other guarantee
  • Bob Faunce recommends that within 30 days of the approval of the pit there be an approved financial guarantee made between the applicants and the Board of Selectmen.  The amount should be an accurate figure for the cost of reclamation.  Agreement made between the board and pit representatives.
  • George Greenwood makes a motion to approve the pit with the following conditions being met:
  • Recommendations number 3, 5, and 7 on the memo dated July 1, 2011 by Bob Faunce
  • No starting of equipment for warm up before 6 AM
  • Financial guarantee be put in place within 30 days of the approved application with the Board of Selectmen
  • Crushing for up to 15 days per year with no weekends or holidays
  • Suggested noise study berm will be made out of onsite material that will be used in the reclamation of the pit
  • Anything presented verbally or in writing committed to
James Porter seconded the motion.  Discussion: None  Vote:  5 – YES     0 - NO
 
ADJOURNMENT
Motion to adjourn made by William Willett and seconded by George Greenwood at 7:29 PM.  Vote:  5-YES     0-NO


Note:  After conclusion of meeting the verbal approval of the Mark Bosse Fire/Rescue Chief was received.  Will have official written documentation provided in a timely manner.

Recorded by Nikki Pratt