TranscriptApril 8, 2020 ~ Planning Board Workshop

document, I don't want to put up the agenda. make that viewable?" You should have a thing that says share down the bottom of your screen. Let's see what this looks like. Cuz you're a co-host, too. See that? See how that works.

Can you see the word document? I do. Okay, there it is. It's all highlighted like you're going to delete everything, so be careful. There we go. I fixed that. Does it look crazy wide because I'm on a wide screen over there on that side?

No. Or does it look normal? Okay. Um, so I just threw the agenda together. Just trying to make a list of things I think we need to get done. Um, and some of this may have to carry over to a more official meeting, but um, I think the first thing is figuring out our membership. Um, because in theory, my membership was until April town meeting, which is tech come and gone and who knows when, when or if that'll happen.

Well, the next April town meeting will be in 2021, right? Um, but as I've told Kevin, I right now I'm kind of concerned that we are really low on membership and it would take a kind of unanimous vote from the board to get any business done. So I'd be willing to make sure that the board can continue to do successful business um until we

can get the members added. Um, I think Allison is of the same interest although she wasn't on the email. Uh, but we might be able to twist Allison's arm into staying if we need the the membership to be um to do business. Um, and then one of the questions I had was, had the selectman moved Wesley to a regular member yet? Has that been on the select board agenda?

It has not. Okay. So I think we can that's probably a recommendation to get that done from the planning board I guess. Yep. We can do that at our next meeting which is Tuesday. Okay. And then we also I'm sorry. We also have the application from We also have the application from Al Purington.

Oh, you do have that. Okay. Yep. Yep. But he he was although it didn't say this on his application, but when I reached out to him or maybe it did on his application, did it say because when I communicated with him, he said he'd be okay like signing up for a year in essence filling the remainder of John's term. Um, and then see how it goes from there. But since John is continuing at least for a a short time here, maybe we it's more like filling Brian's term. Brian,

we can do that. Brian had one year left and it doesn't sound like Brian's interested in continuing um even in the short term. So, we can also put we could also put approval of Allen as another voting member on the select board agenda for Tuesday.

Okay. We could at least ask him to Yeah. if he wants to be a regular voting member. He definitely wants to be a voting member. He He wasn't really interested in being an alternate. He's going to do it. He wants to do it.

So So that would give us six members. Oh, it would? Yeah. So that would be an alternate then. Oh, because John is What's that now? Because you were saying that Allison might stay. Well, it's it if we have the seats, I don't think she wants to. She doesn't want to, but she also didn't want to leave us a position of a board that wasn't she was the third person to turn in her resignation. So, she didn't want to leave us in a position not be able to do business either.

Is Allen the only one that we've gotten an application from? No, there was another gentleman. Yeah, we need to review and that we need to review a little bit more. I don't really know anything about um this the person and so I I it I'm not of the opinion that we're just going to appoint any warm body that applies. Um, I think we're going to do a little bit of vetting and make sure that they would whoever we appoint would be a good fit. So, it might it might involve, you know, you know, interview, not I guess, yeah, at least a discussion or or something. And, you know, there might be a planning board member that would want to speak with um someone or or answer questions um as well. But, I think I think it's worth doing a little bit of vetting and not just taking every application and saying, "Yep, you're on. Here you go. Have fun.

Yeah, absolutely. Um, is there a plan to do start that with this other I don't even know who it is, the other applicant, though. Is there a plan to start the vetting for that person? I wouldn't say there's a plan. No, I think that would be something that would um uh we could we can put on the agenda with the other um planning board member discussions uh for this Tuesday.

Okay. should be able to establish a quorum and then we just need to work through memberships and then whenever Kevin can replace me I want out. Understood. Um so uh I sent out an agenda just before the meeting. Um I did think of one more uh adjustment to the agenda was uh and it also sent along a conditional use draft um process for us uh process and

application um which to was to George and I which we hadn't George hadn't responded to yet and um so we can add that in when we have the application discussion if George connects with us which he might not be doing. Um, so board membership, I think we kind of figured out the current. Um, I was thinking of nominating chair, but Ann did remind that probably should happen at a regular meeting. So, she probably is correct. So, we can um maybe move that Kathy can move that to the next uh meeting agenda for us would be awesome.

we talked about the membership where we stand with uh recruitment and applications. So maybe uh next step will be Bob. Can you give us an update where we stand with the Turk conditional use applications? Yeah. Yeah, sure. Uh they've both uh

submitted the new paperwork and seems to be good complete. Um plot plan was a big thing for plan and then the uh D went out and looked at um replen farms and deemed it okay. They weren't interrupting enough wetlands to to do anything. So they gave me okay. Um and they're both waiting for the next meeting. So the D gave an okay, but we didn't didn't necessarily plot any delineations then.

I have a letter. I don't have it in front of me. I read it. Um they did go out on the site and everything seemed to check out okay with the D. They sent the regulations. I have a copy of that where it states a certain amount of, you know, square footage.

all right. Because I think one of challenges for those uh Yeah. I mean, what do you want? I mean, that sounds like a determination that maybe like a NERPA permit's not required as opposed to whether it should be in our resource protection zone. I don't know if we're talking about the same thing.

Um, no. I think I think the wetland is, you know, it's less than 10 acres and it's, you know, they seem I think one of the challenges we have is we have to confirm where the wetlands are and make sure that it's compliant with the requirements in our ordinance, too.

All right. If we don't have mapping, it's going to be hard to do that. You want that survey done by a wetland scientist? I think that was the direction we gave him when he left. All right. I will relay that. All right. All right.

I mean, the DP requirements are one thing and then our ordinance requirements are something different. We still need to be able to do the analysis. Does it match our ordinance requirements, too? Uh, so survey work orders going on. Um, one's Riverbend on Mil Pond Road and the other one is um,

no permit and it's 82 feet from the resource protection stream and um, he's going to basically have to tea it out unless I can prove that the DP's 75 ft requirement trumps our new 100 foot ordinance from December 9th. And I put a stop work order on both of those. So, and I gave them both the new copies of the conditional use permit to fill out and submit. So they started building a duplex without even a building permit.

You got it. Jesus Christ. Okay. They, you know, they came in and talked to me and I said, "Yeah, you bring the septic design in and give me the plot plan and all that and I'll give you a permit." Well, they never brought anything in and they put the foundation in.

town. And I also gave him a conditional use permit because he put a parking lot with about three or four dump trucks sitting on it for his homebased business. Oh, I know what that one is. I bet you do. And um other than that,

that's it. I'm waiting for them to submit a conditional use permit, but I don't even know if any of them will. Okay. So, Ann, the question, what what would should I wait two weeks or I mean, what would be the next step if they don't?

Um, first of all, Bob, I'm sorry I never got back to you on that other item you sent me. Um, obviously work got a little crazy for a little bit there. Um, it's slowed down. So, actually, if you want to talk offline at some point, you can just give me a buzz.

Yeah. Um, no problem. But right now, the courts aren't going to be scheduling anything anyway. I don't know if that's the next step for you guys. Um, or if you I don't generally believe in sending second notice of violation because I don't believe that people listen to them any better than the first notice. But um you could send a second notice, you could do an ADK, you could draft up

a consent agreement and send it to them and see if they're interested in resolving it. But part of that's a conversation have with a selectman as well because any really enforcement beyond a notice of violation when it goes to court, I know they have to sign off on it.

Yeah. Exactly. Yep. All right. So I I can follow up on that. Yeah. But really feel free to to call myself um and I'm happy to talk through options with you. got that three apartment, three multi-unit and had to actually help the guy put them in because she didn't have anybody go over. She gave the detectors to the tenants and had them put them in.

Oh my god. So, and anyways, that's for another time, but Um, okay. So, sub, so the next thing we had on the agenda was those potential applications. It doesn't sound like any of those will be ready. Um, what we'll just have to wait and see if they turn in the materials in time for our meeting. Yeah. uh our next meeting whenever we set the date.

I've got a question really quick. Um Bob, when you get applications for, you know, maybe just a duplex or or whatever. Um and the lot, we talked about this before, the lot is on a piece of propert has resource protection. Are we

are we talking to the applicant about that? Well, the the yes, I definitely am. And the thing is, this person owns a piece of property right behind the 5 acre back lot. And the actual foundation is halfway on one piece of the property and halfway on the other piece of property because he didn't come in and get a permit and go over this stuff. So I said, "You're going to have to join these properties or get your setbacks and then and then the resource protection didn't start until the back parcel." So in

other words, I looked at it before and talked with him about getting the permit, but I told him what he needed. He never brought it in. And then the foundation ended up halfway into the resource protection. He's 82 ft. Yeah.

Um so I mean as long as we're having that conversation with them at least, you know, that's at the minimum. ordinance was 75 ft, but it doesn't matter because the new ordinance says 100 ft. So, and I've already talked to the D and they said you can't give them an inch. So, that's it.

Was the foundation put in before or after the new ordinance was approved? It was put in uh two weeks ago. Oh, okay. Well, there you go. But he knows that he's going to have to remove it. So, unless you can prove that D trumps our ordinance,

contractor on that? He did the work himself. Yeah, it it was his business. Gotcha. Okay. applications, we should, since they've turned in the materials, we should try to get that on an agenda again. Um, when would we like to meet again? We want to, it'll be by Zoom, um, like we're doing here, um, for the foreseeable future, it sounds like. Hopefully the applicants are prepared to be able to present on Zoom and answer our questions on Zoom.

Yeah, they they they both have Zoom, so they're they're ready and willing to do that. I'll have to get the uh I'll have to get good rich to get the survey, but I think Clanches is pretty complete. Okay. Um, do we want to set it before what would be the May be the May 6th date since these applications had been started quite a while ago. Are we okay with the 22nd or 29th?

Not like we're going anywhere, right? Um, at least one of those applications isn't going to be ready by then, right? Eventually, uh, well, I I will relay this to to the owner of the farm there, and he probably has a a surveyor can get somebody right out there, so he's more than willing to do it. Okay,

I'm ready. I'm Whenever Whenever you guys want to, then Yeah. both of the new information out tomorrow to everybody. And before then, if you see any issues with it, um, give me a jingle. Um, since George isn't here to talk about this uh, subdivision application checklist and or probably the conditional use, I think we'll just defer both of those until we can schedule a meeting.

George is George is here. Oh, is he here? Oh, I'm sorry. I am here. Oh, sorry. I didn't realize you you connected with us. Sorry about that. I did join a few minutes late. Okay. Uh, do you want to go through the subdivision list that you put together, George? I can put it on the screen here, I think.

Yeah, that'd be great. Maybe. I had actually uh circulated a paper copy a few meetings ago. Okay. And uh I've continued to develop uh the the checklists and had sent out yesterday an email reiterating some of my comments on my thoughts on how it would be used.

So the as you will recall last December we adopted a new land use ordinance and article six was the subdivision regulations and in preparing article six I used the uh southern main regional planning commission model which um breaks the

review process into three distinct uh stages. First being pre-application sketch plan, very informal review, then a preliminary plan which is a formal review but a limited review uh and then a third uh final stage. And the philosophy of the

ordinance is that you want to have a very uh sequential process of increasing scrutiny and commitment and that the final plan stage is where the ultimate uh decision is made the final decision and that's to the point at which it is ready for appeal. Um, I had an email uh communication with Ann and just kind of explored whether or not say somebody gets a preliminary approval. Uh, I could be wrong, but my mind is that that would not be uh ripe for appeal is a term that's used either at the ZBA meeting meeting stage or at the court. And so in giving a preliminary approval, you can work through a lot of the general questions and issues of does this project comply with the standards or not, but not get into very detailed reviews of storm water calculations and those sorts of things. And then also at that preliminary approval stage, you identify the issues such as storm water.

and the board can make a decision on whether or not based on the applicant submissions, based on public testimony, based on board discussion, you'll make a call on whether or not, for example, a hydrogeeological study needs to be done uh for groundwater impacts either because there's a concern that there's not enough water or a concern that the soils are so bad that somebody's well going to be polluted. you can as a preliminary approval condition require the applicant to get a hydrogeeologist to do an analysis of whatever the issues are. So at the preliminary plan stage, you basically say, look, overall, this project appears that it will meet the standards for groundwater, for traffic,

for any of those other issues and subject to going through a review by the DOT, DO D if it's required. Uh so you have all of the technical reviews done and at that point in time you could say look on this we want a traffic peer review on this or we want a hydrogeeological peer review. So the developer knows at that point what is the expectation is and what the requirements are. So then that whole process while they're applying to the D for storm water permits if they need them, while they're applying to the DOT for their traffic uh entrance permits if they if it's needed, you they can also get the peer reviews done so that when it comes before the board for final approval, then you have all the information that you need to make the make the decision as opposed to what has historically happened um and happens in many communities. ities. You have this long protracted process of resolve one issue, get three more raised, resolve

those three, two more get raised and this long drawn out process. This kind of condenses into uh two real review processes um an initial stage and then a final stage. And so these checklists are the ordinance itself is is uh set up this way and these checklists track the layout of the ordinance with specific references. So the applicant can go through make sure that they have all the information. It has a distinct the first part of it is a completeness review u which lists all of the submissions and theoretically if they provide all the information on the preliminary plan checklist and the board reviews it and says yes all of these pieces are here they then have a complete application which is ready for decision by the board at least for a preliminary approval and thereby if the board gets that first couple of pages and three things are missing. You write them a letter. We have some form letters

ready to roll for a determination of an incomplete application with a list of the things that they will need to submit before it will be considered complete. And then if they have everything there, then you can make a determination of completeness. And theoretically, you could even at that meeting start your deliberations on the application or you could table it until the next meeting and and then uh wait on the discussion. So there's lots of flexibility in here. So that is how I've set it up following the ordinance that was adopted and procedures that I've used in other communities uh both in Maine, uh Montana as well as New Hampshire. But if the board uh feels more comfortable with not

giving a prel that kind of a formal preliminary approval, the ordinance is set up. You could end the preliminary process and just defer and go forward with the final plan and say, "Look, until you have all your final plan submissions, including your project financing, your legal documents, all of those things." So you could you can structure this uh to have the you know this is kind of splitting 50% of the review is in preliminary the final 50% of the very detailed engineering analysis and those sorts of things is in the second half along with the legal documentation and verification of all the outside agency reviews. So if you want to shift it more into the preliminary or into the final you can do that. the as long as you have the the structure is there to work with it how you want to do it administratively. My recommendation is that you go use the preliminary plan stage as a preliminary and then give the

developer clear direction uh that if they do these things and we can prepare standard conditions of approval which check off you're going to need your D storm water permit you're going to need your MDOT traffic permit you're going to need a traffic study and a peer review of that you can put that right into preliminary approval conditions which gives the develop veler and the board a clear path forward as opposed to as opposed to spinning on issues which I think you've experienced on some of your applications. So you have I've got two forms here. One is a preliminary approval uh checklist and the second is a final approval checklist. And the only difference between the two is that the preliminary has the preliminary submission in the first completeness review and then the final uh plan version has the completeness for the final plan submissions which will include the recording plan and all of those things.

So my thought would be that you would go through and I've I've highlighted the the the final excuse me the preliminary one. I've highlighted those issues that you would basically make a determination on at the preliminary plan stage. And you'll see notes over in the far right column uh or left next to the right where it says at final approval stage. So something that's clearly required at final approval is is identified and the board doesn't need to make a decision on that. So the kind of the three or four um purposes or uh ways this tool these tools could be used would be number one having helping the applicant understand what's required and expected number two giving a tool for the planning board to s systematically go through uh a review process and even in your decision making. So for example, you could uh take each of these uh sections of the ordinance that are reflected in the checklist and you could say poll the

board members based on this review does anyone have a concern with the waste subsurface wastewater disposal and if you do then the board members can you know plum that and make a decision does this need it or doesn't it? uh barring any board member having a concern about that issue, you can move on to the next one and assume that they've met or can meet that standard. So you can use it for processing the application. Then thirdly, if you give a preliminary approval based on all of the green highlighted areas, um then while they're going for their

state agency reviews, while they're getting their engineering final engineering plan completed and peer reviewed, then in the meantime, staff or the board members themselves can be drafting findings of fact on all of those prelim preliminary issues uh of conformity with the ordinance requirements. And so you might have half or twothirds of the findings of fact ready to roll when it comes for final approval and then you can supplement those with whatever comes up in the final plan review stage. So, I think this can provide a number of functions and uh be a useful tool to help you do do the process under the new ordinance. And I'd be happy to answer any questions or entertain comments.

great. This checklist Sorry. good step. Um, so one of my So, the submitted by applicant checkbox, that's going to be something that the staff are going to do as they have those first meetings with the applicant. Is that the intent? No, if you go back to the first page in the introduction, I think it tells the applicant they need to check off every one of those every one of those items in the applicant column.

Okay. Technic technically under the ordinance and I believe under the law unless the planning board delegates to the staff authority over completeness review I think that's a decision that has to be made by the board itself. Some ordinances delegate to the staff uh a an initial

completeness review. But even with that, I've always advised staff members, look, you know, for you to say to someone, you cannot go before the planning board to make your case. I I don't think that's a very uh sound or policy position that you want to put yourself into. Um, I realize that then some board members are frustrated with that because you get a an incomplete application, but the ordinance specifically delegates and I think that's consistent with the state subdivision law. A completeness review has to be made by the actual authority over the jurisdiction as opposed to a staff member who in the in your case you have a code officer and a town planner who I don't know they're even mentioned in the ordinance at least under the article six. So again you could have Bob uh do a do a review if I'm still in the picture on this part of it. Um I could do a review and we could advise the applicant. Look, you know, you sure you

want to go to the board because if you don't have this part of your study done, see, there's always a pressure. Developers uh want to get before the board and start the process because they know how long it can take. And so, uh I think this will be an effective tool that if they do come, you can just in short order say, "Look, you take you 10 minutes to go down through and say, you're missing three items. We're not even going to discuss your application." and then send them a formal letter uh right after the meeting which states what they need to do before you'll consider it

and yeah I mean the board pass is really sorry Bob go ahead no I think these checklists are awesome and I am going to be right on the checklist and if I'm not going to submit it to anybody until they at least have the preliminary and I like that idea of if if they want to wait till the final and they have everything they need, you can just at the end they might only need two or three two or three things because they've already done them. I like that idea.

So, you know, I I think the checklists are great. I've always needed a checklist because of course they come to me first and you know process role question is what role Bob would you appropriately play in in being any sort of a gatekeeper on before things even get to the planning board? Is there some granted I don't think anybody's saying that that the code enforcement officer should make the formal determination of completeness but there might be some value at least I've heard from board members to at least ensure that some minimum level of materials are ready for uh review before getting before the planning board

before whatever the board wants to do whatever you know however um you want to manage that process is But we want to land on something and then clearly define it in the roles and in the process so that everybody knows what you know is working with the same set of expectations.

Well, that's what the checklist is for. Yeah. And I would offer that uh you could have the code officer or whoever's processing the applications basically a company with the package a a memo that explains these items are not there and here is

the the applicant's explanation for why they're not there. And so basically the staff would not be taking the position of look you can't go before the planning board and discuss this but they would also no I don't have a problem with that I love the checklist you know they work great I can follow

yeah but what I was suggesting was that in addition to that you review the checklist and just do a quick email or or a quick memo that advises the board. I've gone through the application. Here's what's there. The applicant is saying because some of these say not applicable, right? So, they could make a argument that one piece of information here and the typical one where you're going to get a lot of this is somebody's doing three lots all fronting on an existing road. So, I mean, this checklist is designed in all the preliminary plan submissions to cover everything from that to a 200 lot

subdivision. And so, they could say, "Look, I don't need this. I don't need this. I don't need this." And they can put on not applicable, not applicable, not applicable for three of the 18 items on preliminary plan checklist or however many there are. So Bob shouldn't take

Bob shouldn't be so take nonapplicable off there. I'm sorry. Take nonapplicable off there. Why is that? Well, then they would have to explain I'm not going to have a sign or I'm not going to have lights. um then you know at least they would be prepared for a rep you know a reply to the to the checklist. I mean I I'm like I like I said I love your checklist George because I can go right down that and there you go. That's a really good point. I think that Bob brings up not having the not applicable column because if

Yeah. then the applicant, it's on them to explain why they aren't exactly versus Bob having to figure it out, you know. Yeah. No, I don't think you're I don't think you're follow either of you are following me. That all of the all of the gray columns would have to be completed by the applicant. So

yeah. Yeah. Exactly. Okay. So, so what they would do, I'll just give you an example. Um C8 on page two of the preliminary plan application says well exclusion zones 100 ft from septic systems or per hydraolog hydrogeeological evaluation. If someone has a three lot subdivision, all of which front on a road and the lots have

300 feet of frontage and the homes are going to be, you know, they they're proposing 10 acre lots. There may or may not be a need to put something like that on the subdivision plan. Um, and if they're, and it's probably not a good example, but I'm just saying when they're filling out the checklist, if there's something on here that doesn't make any sense to to them and they think the board is going to agree on that, they would put on that not applicable. Check off. Then when it comes to the then Bob would review that, you'd say, "Okay, you're going to make the case and convince the board that you don't need to have that piece of information." Then when it comes to the board, they've checked off everything else and they're saying this is not applicable and I'm requesting a waiver of that of that submission, which you will recall this ordinance provides a lot of flexibility for waivers being granted.

So then the board would review it and you could say, "Well, wait a minute. I don't I don't agree that you don't think it's important. We think it's important. It's got to be in there." So, at that point, you could either say you got to have that when you submit your preliminary plan um and we'll give you a completeness review and you can do that or if you think it's a serious issue, you could say, "Look, your application won't be complete and we won't consider it until you have all of those. We're not grant you any submission waiverss."

So, can I ask you a question? is everything everything that an applicant thinks is not applicable is also going to need a waiver. Is that correct? Yes. Well, no. What? No. When I go through the review with them and you know they're not going to have a sign. I'm just using this stuff as an example, but no. So, I put NA and their septic system

will take it. I put NA, but really, you know, I I see their septic design. Yep. What they tell me is is okay. Not going to have a sign. But then, I mean, I think that should just be out of there because the it's the board's decision whether it passes the ordinance or not. And it's like NA is like so gray. I just it's just

Well, and that I guess that's what I'm asking. So, George, every time somebody checks a notable box, they'll also be checking the waiver requested box, right? Yes. So, maybe we can take out that middle that not applicable box because they're going to need to check waiver requested anyway.

Um, yeah. Well, you could you could say waiver requested on anything, but don't even put it in there. You could just say it at the end. You either have the docuation or you don't. Yeah. Well, and I think what might make sense, and I don't know how this will fit in with this form, is we know that there are some that they're never ever getting a waiver on, right? like they always have to show us the they always

so maybe at some point when we've thought about this a little bit more and um during a workshop we can go through and we can say all right let's let's put X's or let's put lines in some of those boxes um or let's make that waiver requested box

big because they're going to have to give us a reason I think why they're requesting a waiver and so how we we prompt them to do that. The checklist is great because it prompts them to go through every single category and if there's a way to say, "All right, every time you put a check mark in that waiver requested box, you got to write us two sentences about it." Um,

yeah. Okay. Oh, yeah. So, drop the drop the column on not applicable with the understanding that they're going to need a waiver on it. So, just have the waiver column. Yep. And then maybe we can think through some of these some of these categories a waiver is not under any circumstance ever going to be an option. Um and so maybe we just take that off the table to at least reduce the number of dumb waivers that may be requested. Um

maybe even put a column um for uh one sentence, you know, why they're asking for the waiver or or something too in here. Well, yeah. I was trying to figure out if you could like if you combined those columns and that gave people enough room. I'm not sure it still does, but we can think about

Yeah, the uh the application uh the ordinance pretty much says any waiverss you got to make the case. So, I don't think I don't think they would be doing that on the checklist. You could black out the ones that don't wave.

George, I totally agree with you because it shouldn't even it should be a paragraph at the end. You either have the information or you don't. And then you put a paragraph at the end saying that you can request a waiver, but you have to explain some reason or whatever. And then Yeah. Because that that's

that's don't. We got it, Bob. Um so pretty much at the completeness review you'd discuss any waiverss of submissions and grant those or not for submissions and then at the preliminary plan application stage they would submit any requests for waiverss of standards

and then you'd you'd consider those waiver requests as part of the preliminary approval process. If you give waiverss of standards, then you would include that in your preliminary plan decision, which then gives them go forward and and do their engineering studies based on that they're going to be allowed to have a road that is, you know, 20 feet wide instead of 24 feet wide. And I'm just picking a number or an example of where they would request a waiver from the standards. Uh, for example, a lot of times DP will require them to narrow the road when it goes across a stream crossing. Um, and just a hypothetical example. And you would say to the board, look, our consultant's telling us when we go to DP, they're going to limit us to this width of a of a footprint across that wetland or across the the road. So, we'd like, you know, your standard says this and we we only have to be two feet narrower uh at

that crossing. Can we can we get a waiver from you on that? The board says, "Well, it's really doesn't make any difference." And therefore, yeah, we would give you a waiver on that. They then go through the D process. They come back, they understand that's going to be acceptable to the planning board.

waiverss would need to go to the planning board. Absolutely. Yeah. I don't think I indicated any anything otherwise. Um, what I wanted to do is first make sure I'm on the right track and that you think this would be helpful to have this As I said, this is like it just copies right out of the ordinance. I've just summarized it instead of having all the text. Um, and we can go forward

starting with these tools. You can they're not in the ordinance. They're not part of the ordinance. You can change them at any time. Um, and what I'll do is I I wanted to give you some tools to start working with because you could have an application come in right now and you really you you don't have what you need to to really effectively process it. Uh, so the next thing I'm going to do, I've already done um some forms that I've I um the the a receipt

for an application. Right now in historically, Bob has always just taken the the they cash they take the money for the application. He gives them a a cash receipt. That's not a formal legal receipt of subdivision application. Under state law, you need to give them notice that you have received their application because there are clocks that start running and theoretically a cash receipt would would suffice if push came to shove. But there's a form that doc that is part of the U model that's a formal notice of receipt of the application and that tells them what their rights are and what their requirements are. So there's receipt of notification. There's a form that they could use to notify butters that they're required to do that. Uh a form for notifying outside agencies like if they if it butts a town, you have another town, you have to send notice to their planning board or code office. Uh a

water district. Uh there's under the law if you're if they're within a certain radius of one of those public water supplies in town, that water supply entity is supposed to get an formal notice. So there's some forms that come with the model that I'm going to start putting into Durham format and make those available to the board and to Bob to start using. Um, and the other thing I wanted to do is if you're if you're good with the track that I'm on, what I'd like to do is start drafting some standard conditions of approval, uh, and standard findings of fact because I know you spent a lot of time laboring over findings. Um, and but a lot of it is, you know, pretty much here's the the septic systems have to meet the state plumbing code. a finding that they have submitted the HHE200s. Every lot has a septic system that passes the main plumbing code that that could be a standard fact. And so we

could have a list of the standard facts and almost a a format and then you can change any of them based on your review. But I'd like to get those all that standard stuff prepared for you and ready to roll for when you start doing your first subdivision under this.

you're good with me continuing to work on this stuff. And now that the town meeting has been delayed, I now have some time to do this. So, I'm going to keep working and preparing these forms and hopefully by the time the town meeting happens, whenever that's going to be you, this part of it will be all ready to go.

about blacking out the boxes that can't be waved. I think that there's some highle ones in here that we could definitely do that too. That might be a good idea. Yeah. The only reservation I have on that I think you're going to need to have some time to process that to say

under no circumstances could you ever have a waiver of that. Um, I can take a crack at it just to see, look, this one makes sense. And you have to have a survey plan. You can't do a subdivision without a survey plan. So, what I'll do is go through and make X's on the boxes. I I'll take out the column not applicable. And then I'll on the waiver column, I'll go through and put X's in the ones that clearly you have to have this. Uh, but I'm going to start out with a very narrow list of that. Perfect.

And then we can then we can add them. All right. I think it's a good start and I think we'll figure out a lot the first time it's used and that's where usually where we figure out what we like and what we adjust. But I I think it's helpful.

Okay. agenda. now it's it's something else. Zoom. Yeah. I can see your tabs not there though. things open at once. All right. Um, It's not the one I wanted. Yeah. All right. Okay. Um, so we also had the forms that Ann had started to do for conditional use. Do we want to maybe George, I don't think you responded to Ann on those yet. If you've reviewed those, maybe we pushed to conditional use for the next kind of workshop we do together. Does that make sense? It's starting to be 7:30 now.

Um, he turned them into a fillable PDF. Oh, a little while ago. You were copied on that email, but I don't think the full board has seen them. Okay. Do you want to just okay? Yeah, I'm using them right now. I gave them the two software or I passed out. And here you go. Fill it out. Give me this. Okay.

So, whether it's legal or not, that's I like that. I like the checklist. Okay. seen it yet. I think I just sent it to the small group. Right. So, maybe you want to send it out to the full board and then we can review it and approve it officially.

George, you have the final form. Do you mind emailing that around, please? Um, do you want me to incorporate those suggested changes that I put by you? I don't know. I haven't looked at them. Okay. Uh, yeah, take a look at them. I The PDF version that I sent was what you had just done without any changes. So, if you and agree with those changes, um,

I can make that into the PDF as well. Um, the PDF is a fillable form which you could theoretically set it up on your website so that someone could fill it out online, but given all the documentation that has to be submitted with it, I'm not sure that's a good idea. Uh, for now, at least somebody will be able to type in the answers rather than handwriting them. Um, and it doesn't change all the formatting of the word document. So, we'll start maybe I recommend you start out with uh the conditional use application that Ian put together and couple of suggested wording changes. I'll put that into a PDF uh file form and Bob can send that to people electronically and then they can type in their answers.

Oh, yeah. It will be. George, I just looked at those changes. They look great. Thank you. You're welcome. So, I'll do that. I'll do that tomorrow. Get those out to you. I think that form was great, Ann. It was really really effective

to to clearly to clearly say, "Look, this is what you got to do. Ears open. This is what the board this is what the board's going to be asking." As opposed to, you know, just generic right from the ordinance language that doesn't give enough direction. Yeah,

that was that was very very good. that ties back to our next meeting. Um, are is somebody on staff going to be able to get all of the documents submitted by the applicants into PDF so we can actually put them on the screen and um do that during the Zoom meeting.

That's maybe a c I'll follow up. I can do that. Okay. Staff is still in the office. So, I know I know both of both I don't know if you can hear me, but I can do that. Great. Thank you, Kathy. Both are ready for Zoom, too.

Okay. Yeah. Because that way if we need to put a D put a picture up on the thing and point at things or ask questions, we're all looking at the same same thing, not just all sh paper looking down. And I and like I said, I will send you everything tomorrow of what's submitted. So before that meeting, if you see anything they don't have, I can relay that to them.

Okay. And have you guys discussed the public input on this on what? Well, for example, um if you look at the town of Felmouth, you know, they've got some really topnotch state-of-the-art technology for these things. So whether it's their town council or the planning board, ZBA or anybody, a member of the public can get access to the agenda online, click on an item, say you're a neighbor of a project, and you can see all of the applicants submissions. So to me, I just wanted want you to think about not just the board's access to this documentation, but also the ability of the public to access the information that you're going to be you're going to be discussing your meeting.

I mean a low lower tech way I see Brunswick do when they put up the agenda, they put up a scan of all the application material along with the agenda as a p one PDF. Yeah. Someone reading the agenda. In any case, the point is that ought to be available to the public as well as the board.

No, absolutely. Good point. I think that's a conversation we should have. Um, and we've talked off and on about having a process conversation and procedures conversation, but in this day and age, there's also no reason why we can't expect applicants to also submit things to us electronically, submit a copy, and that would make it easier for the town to just upload it. Um but yeah, I absolutely agree. A lot of times applicants, you know, neighbors will show up and they haven't

seen the application materials and that makes it all much harder. Um absolutely agree with that. And especially I if you're going to be doing this for Zoom, that'll be especially a problem. Yeah. No, but most applicants are they have it

in PDF or they have it they can email it. So, yeah. So, Bob and Kathy will work together to get us set up for the meeting with all the information. That'd be great. Definitely. Yeah. One idea, too. I don't know if you guys are doing this for the select board, Kevin, or not. Um, but testing the applicants, so the people that are going to be speaking and presenting, um, testing them with a Zoom application just to make sure they're all good before the meeting starts. I don't know if anyone

What do you mean by you? What do you mean? I'm not sure I'm following what you're saying. Testing for what? Making so that they can Yeah, just making sure that they can connect um and and hear us and and Yeah. before the meeting starts.

We Yeah. Well, we've we've done we've done uh meetings already and yeah, I'm not I'm not sure we went through a formal uh test, but as long as we're meeting the requirement that everybody in the public can hear all the members and the members can all hear and speak to each other, then then that that's the requirement. Is that what you're asking about?

Yeah. Yeah. I just I was on another Topsum had their first one last night. Um and I was on it and there was a couple of issues with the applicants couldn't hear or no, we couldn't hear the applicant talking. Um so the 20 people, you know, it kind of just got lost. So just a test ahead of time to make sure that the applicant, whoever is going to be speaking, can be heard.

Oh, you mean for your meeting, not necessarily the select board. just in general any meetings that anyone's talking other than the the staff, you know, we can all hear each other. We're all connected. But Yep. Yeah, we did that actually with the last at the last lifeboard meeting, we did um I did ask somebody that was just calling in from the audience, you know, to speak just to verify that we could

uh hear them. So, okay. already kind of covered the CEO questions and updates when we're talking about current and potential applications that those are only questions you had that you wanted to speak with us about Bob? Yeah, it you know it it's a matter of getting them to comply and they are they have stopped work so I can I can handle that.

All right. And then next steps, I think it sounds like George has got a plan for continuing the formwork and such. Um, yeah. Is there anything else you guys need from the planning board for as as staff or direction? So, okay.

The two that are prior, hopefully they'll be ready. And until I get another submission, then nothing. Yeah. I mean, if if submissions are coming in, I think we can target to do a a regular meeting on the May 6, was it? Yeah. Just confirmation. It's April 22nd.

April 2. Right. Yeah. But I'm going to be a lot more strict on these. I like the checklist and if they don't have the stuff, I'm going to have to tell them, "You don't have it. Go get it." So, right, I'm going to make sure the checklists are complete before I submit I submit them.

Yep. One uh thought is you still have to have the public hearing for the ordinance amendments before the town meeting. And I know you've all been discussing, you've already postponed the annual town meeting until it's date to to be determined. Whenever that state whenever that date is set, you're going to have to back up a couple of weeks for the public hearing and the board of selectment process. So

yeah, I think we'll I think when the time comes, we'll set those all at the same time. Yeah. As part of the same discussion. Good. Okay. will remain in a remote learning for the rest of the year. They're not going back. So, one of the one of one of the questions and I've actually been going back and forth with Michelle Richardson during this meeting.

Yeah, he's gone. Yeah, he's completely frozen. Yeah, he's frozen. Okay. Um, Yeah, I know. It's okay. It'll be in video. It's recorded. Well, I I don't know if Kevin was going this direction, but I think it's a it's good that we're getting this online because we could be in this situation for a couple more months. So,

y, you know. All right. Any other board comments, conversations before we close out? Thank you. This was informative. Yeah. Thanks, guys, for all doing this. All right. So, next regular meeting will be April 22nd to continue applications for Planch daycare and we're at Plenova Farm. And uh we will go from there. I don't think we have to have a motion to journ or anything. Good night everyone.

Good night. Bye. You too. All right. Bye.