Gray Planning Board Minutes
October 22, 2009 - 7:00 p.m.
UPSTAIRS – STIMSON HALL
John Redlon, Jack Goosetrey, Don Hutchings, Rod Boyington, Dan Cobb
George Thebarge
Excused: Jason Wilson
Others Present and speaking: Doug Webster, Tina Martell, Michael Hotham
Don Hutchings moved; John Redlon seconded
Motion to make Jack Goosetrey a voting member
4 Yes
- Minutes of October 8, 2009
Don Hutchings Moved; Dan Cobb seconded.
Motion to accept the minutes as corrected
Dan Cobb stated that on page 2 there is a misspelling of Rod Boyington’s last name. On Page 3 he requested that the description should read clarify that the Board concluded that they did not have the authority to approve as the project date had expired.
5 Yes
George asked if the group did their site walk and requested that they give a follow-up report.
- Tabled Matters and Unfinished Business
- Request from Gray Donuts, Inc. DBA Dunkin’ Donuts to change store hours to 24 hours located at 3 Shaker Road, Gray, Me. Map U02, Lot 004. VCP Zone.
George stated that an opinion from the Town Attorney has been received and also the Town received documentation about the speaker system.
Item tabled.
- Public Hearings and New Business
- Request for site plan approval to add parking to Pennell Institute for Municipal Offices at 22 Main Street. Town of Gray is applicant. Map U05, Lot 1, VCP Zone.
Don Hutchings stated that he is on the Town Office Planning Committee and asked if the rest of the Board had any objections to his participating as a Planning Board member.
John Redlon stated that he was uncomfortable with Don participating as a Board member, but the rest of the Board did not object.
Tina Martell gave an overview on the following:
Drawing C 101, C101 and L1
L1- Landscaping. She stated that no vehicle parking would be in the front, a gravel walkway would be installed, the Veteran’s monument, Town Christmas tree, the Boy Scout Eagle project would be relocated and the benches and crabapple trees will also be moved. She stated that power and lighting will be underground and the generator will be located on a crushed stone pad. The rear maple trees will be preserved.
The parking lot lighting will be 15ft poles with low lighting. There will be lighting in front and rear access points.
There will be additional parking in the rear and side.
Traffic flow will remain the same at it currently exists.
Drainage was discussed and upgrades will be made to the 1876 portion of the building.
The Public Hearing opened at 7:12pm.
Marcel Vachon commented that the sidewalks in front of his property are painted and asked why. Rod believes that they are only Dig Safe markings as required. Marcel stated that he looks forward to the Pennell Project completion.
John Scheckel stated that his property backs on to the Pennell Property. He asked about low intensity lighting specifics as well as walk-way lighting and what type it is. He suggested that the lighting include sensors for automatic on/off and motion sensor for intrusion protection and savings for the Town.
The Public Hearing Closed at 7:18pm
Doug Webster stated that where the underground power markings are. At present they will need to be under Route 100 and the road will need to be dug up, sometime in the Spring.
Marcel Vachon asked if public notification will be given. Doug stated that the notification would be from CMP. Rod and Doug believe that on his side of the road, power will not be turned off during this process
Doug commented on the lighting. He stated, that as described on page 10 of the details presented to the Board, there will be 15ft high poles with shields to point the lighting down. Doug stated that the group would be open to sensors and would confer with the architect and this would be up to the Planning Board.
Rod stated that after a certain time 2/3 of the lighting could be powered down. Doug stated that the lighting could likely be tied in with the hours of operation up to 11pm. Doug wants to be certain that the type of lighting be suitable to accommodate people to safely go into their vehicles. He suggested that some combination of lighting times and type could be considered.
There was a discussion of the lighting reflection in relation to John Scheckel’s property. Doug stated that no new lighting would be put towards the boundary abutting his lot.
Rod asked George if they are cut off lighting fixtures. George Thebarge read the requirements. George stated that the biggest factor is the lighting element and whether or not it can be seen.
John Redlon stated that while he supports the project he was not happy that a site plan review had not been done prior to commencement of work.
He also commented on visibility and suggested some angle parking to ameliorate this.
Doug replied that the design team and the Town made the decision to wait until the drawings were complete to go before the Board, but the site work was already scheduled. The intent was to move the project along due to the season.
He also commented that perpendicular parking was decided to consider possible future changes to the area.
Rod asked about the projected project end date and more information on the parking area and entrance. Doug gave an overview using the drawings provided. The main entrance will be to the rear which would be ADA compliant. “Do not enter” signs currently and others can be added. The anticipated completion date is May or June 2010. Rod asked about work that has begun. Doug stated that some excavation has begun, scaffolding is being put up, and clock tower work is beginning. He stated that he spoke with the general contractor and the objective is to have the base paving before winter.
John Redlon asked about the holiday tree in relation to the underground propane tanks. Doug stated that a new one will be planted at Pennell and that the distance between the tree and the tanks will be sufficiently spaced to accommodate their needs.
John stated that appreciates the committee’s work.
Jack Goosetrey stated that he believes it is a good plan.
Dan Cobb asked how many new parking spaces there would be. Doug stated that 32 additional spaces Dan asked for the criteria to determine this number. Doug stated that this was reviewed this with Gorrill Palmer. Dan commented that other uses already exist on the property area, in particular, on Saturdays. He wants to be sure that this was considered. Doug stated that the parking was determined on the basis of parking for Town business parking during hours of operations.
Tina Martell stated that there is sufficient parking to accommodate the weekend activities.
Dan asked about the mature trees. Doug said that a couple will be removed and a couple others can be saved through fertilization etc. He also stated that he is trying to minimize the base to the parking lot to protect the tree roots. There was also a discussion on the policy issue on maximizing the view of Pennell and striking a balance with the Christmas tree when it has matured. Dan suggested that it’s possible that the propane tanks may need to be dug up so placement of the tree in relation to the tanks is important. Doug stated that the Town will own the tanks so as to be flexible on changing suppliers. Dan also asked about the gravel pathways and how it will be stabilized to accommodate fire/rescue vehicles. Doug stated that the expectation is that the travel way
would use crushed stone dust and use the existing base on the 5 foot shoulders with mulch.
Don Hutchings stated that Tina has made certain that the proposed parking will work and that the committee has worked hard on savings the trees.
Rod asked if an entrance permit has been applied for. Doug stated that he does not believe that there is no change of use. Rod believes that daily travel will increase and that there is a change of use and that an entrance permit is needed. Rod asked about the leach field inspection.
He asked if there is an HHE 200. Doug said that there is some information on the leach field and plans. The disposal field was designed for larger use than is needed and it should accommodate the area’s needs. The consensus is that the field would function adequately.
Rod commented that he believes that an inspection should be done to verify that this can adequately handle waste water. He also asked about the flag pole. Doug stated that the landscaping elements, including a flagpole has not be determined at this time. Doug suggested that the Board use the updated site plan and not the electrical plan (L1)
Rod asked about the gravel drive in the front area and why it is proposed. He suggested that there are other options for emergency vehicles etc. Doug stated that the consensus was that this has been the traditional means to the building since it was built and that it would be in keeping with historical perspective for the building. Rod doesn’t believe that this access is sufficient for emergency vehicles. Doug stated that conversations with the Fire Department have indicated that it would be sufficient. Rod asked about the Town Hall sign. Doug stated that it will likely be an electronic-type sign with a message type board. Rod asked about trash removal. Doug stated that the maintenance department is comfortable to continue the trash disposal as they are currently doing at
the present Town Hall and also for aesthetic reasons to not have a dumpster.
The total usable space for the new building is 9,000 and 2,000 exists in the current building. Rod is concerned with the issues surrounding trash and septic given the significant increase in footage. Don Hutchings asked people to remember that Stimson’s use would be included in the Pennell footprint.
402.10.13- There was a discussion on the landscaping to meet these zoning requirements. Tina Martell stated that there have been many emotional discussions and attachments to the historical nature of the building and some of the proposed suggestions are to keep this in mind. John Redlon commented on a memorial garden. Doug stated that there is intent to have some gardens. John is also concerned about winter maintenance for the front.
Rod asked why the generator is close to the abutting property. Doug stated that there needed to be a balance of the location due to the proximity to the abutter and the distance to the building for a propane gas line. The propane tanks would be used for both the generator and the boilers.
Dan asked about the scale of the walkway and the materials being used. There was an extensive discussion on the walkway and signage options. Doug stated that options for the building sign are being discussed. He stated that the committee would like to get input from the community on such things as signage, and gardens etc. The objective is to maintain the flexibility with what the Town wants. John Redlon said that other projects have been presented with the necessary items needed for the Board to decide. Doug stated that if the Planning Board wants more definitive information on these items, this can be provided to them. He stated that a public project has the ability to make some revisions as the community owns the property as opposed to a private project.
Don Hutchings stated that the committee’s objective has been to try to keep the building as close to the its historical look and provide some continuity from the past to the future for the building. There was continued discussion on signage for this building. Don Hutchings suggested that if the sign is an issue, then the Board should put it the form of a motion.
Rod asked about storm drainage. Doug stated that there will be 2 new catch basins (CB 1,2) at 126 feet apart and a trench drainage.
George stated that some of the conditions the Board can consider:
- MDOT traffic permit- require the applicant to get an opinion
- Leach field –can require an inspection.
- Site plan review- require that the sign not be permitted until the proposed sign is brought before the Board
John Redlon suggested that the condition of written approval by the Fire Department on the front entranceway and fire vehicle accessibility be included.
Dan Cobb moved; Don Hutchings seconded.
Motion for site plan approval to add parking to Pennell Institute for Municipal Offices at 22
Main Street. Town of Gray is applicant. Map U05, Lot 1, VCP Zone.
Subject to standing conditions:
- The project shall be constructed and maintained in accordance with the plans, textual submissions, and testimony presented to the Planning Board by the applicant and its representatives.
- The applicant obtain an MDOT traffic requirement
- Leach field inspection
- Sign permit and design is to be reviewed by the Planning Board
- Written approval from the Fire Department on emergency vehicle access be submitted.
5 Yes
- Request for minor subdivision approval for one additional lot at the corner of Rte. 115 and Mayall Rd. Applicant is KBMT c/o Michael Hotham, 27 Marshview Dr. New Gloucester, Me. Applicant’s agent is John Palmiter.
Michael Hotham indicated that there were some issues about the 3rd lot. This is the reason he is before the Board.
The Public Hearing opened at 8:34pm- No Comments.
Rod asked the applicant if he has received copies from George Thebarge. He indicated that there are concerns about a stream. Michael stated that there are some wet areas but it is mostly graded from natural run off. Rod asked about the entrances to access the lots. Michael Hotham stated that Lot C will be accessed off existing Lot B and there will be a shared driveway. There are 3 culverts that indicate that there is a stream. George stated that there appears to be a building envelope. He also commented on the front and side setbacks locations and the distance. The CEO will ask what the Planning Board has determined as front and side setbacks.
Rod believes this should go to peer review. George said that this could be part of the condition of approval as well as showing the building envelope.
John Redlon moved; Don Hutchings seconded.
Motion to send this item to peer review.
John Redlon commented on the stream, driveway and the determination as to what road is the entrance of concern. Jack Goosetrey asked about the side and front setbacks as this could be an issue as this has occurred in the past. Dan commented on the stream, buffer, and building envelope. Don stated that it appears that there are significant wetlands on the property and it should be indicated on the plans. Rod suggests that the public water service be listed on the mylar.
George commented that the items of concern by the Planning Board requiring this item go to peer review that on the paperwork and documentation of the stream, wetland, driveway easement, setbacks, Lots B and C’s shared driveway, and peer review
5 yes
Don Hutchings moved; Dan Cobb seconed
Motion to adjourn
5 Yes
The meeting ended at 8:50pm.
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