Gray Planning Board Minutes
February 25, 2010 - 7:00 p.m.
UPSTAIRS – STIMSON HALL
Rod Boyington, Dan Cobb, Don Hutchings, John Redlon, Jason Wilson
Doug Webster
Absent: Jack Goosetrey
Others present and speaking: Wayne Wood.
Minutes of February 11, 2010
Don Hutchings moved; John Redlon seconded
Motion to accept the minutes as written
5 Yes
- Information Exchange-NONE
- Public Hearing and New Business
Request to amend Homestead Acres Subdivision to move turnaround from East side to the West side of Homestead Acres. Map 15A, Lot 40 – 003, RRA Zone. Applicant is John T. McGovern, Jr. Property owner is Jean Wilbur-Pulsifer, 189 Shaker Road, Gray, Maine.
Wayne Wood gave an overview of the project which is located off Libby Rd. When the plans were originally put together, the turnaround was on the east side and due to cost would like to move it to the west side.
Public Comments: None.
Rod Boyington indicated that they would still need a permit for a private road. Wayne Wood stated they would be working on that portion of the project.
Rod stated that comments from the Public Works Director and Fire Chief have signed off on this.
Doug Webster commented that the turnaround will need to be able to accommodate snow removal/storage. He wants to be certain that the hammerhead portion of the turnaround be able to accommodate a vehicle as well as snow.
Dan Cobb asked if any of the conditions in the recommended notes need to be included. Doug Webster stated that they should be included in part of the motion. In particular, #1 should be included. Dan agreed and wanted both to be included.
Dan Cobb moved; Don Hutchings seconded.
Move to amend Homestead Acres Subdivision to move turnaround from East side to the West side of Homestead Acres. Map 15A, Lot 40 – 003, RRA Zone. Applicant is John T. McGovern, Jr. Property owner is Jean Wilbur-Pulsifer, 189 Shaker Road, Gray, Maine.
Subject to standing conditions
1. The project shall be operated in accordance with the plans, textual submissions, and testimony presented to the Planning Board by the applicant.
2. The side slopes of banking cuts shall not exceed 2:1 side slopes and shall be treated with proper erosion and sedimentation controls to the satisfaction of the Code Officer.
5 Yes
IV. Tabled Matters
- Workshop on Planning Board Rules related to number of monthly meetings and time frame for submissions.
Rod Boyington indicated that the Planning Board has recommended that they meet once a month as there have been fewer applications to warrant 2 meetings a month and this proposal is consistent with other area communities.
He suggested that the meeting date in item Sec. 1, B- be changed to the second and fourth Thursday for consistency. The regular meeting be on the second Thursday with the “fourth Thursday” rather than “following Thursday” for follow-up meeting if needed.
Doug Webster stated that there are some potential conflicts for holidays on the fourth Thursday. He indicated that the skipping a week would extend the review time for submissions or additional materials and would pose a conflict for getting on the following month’s meeting if needed.
Rod disagreed with Doug and believes that the fourth Thursday would be consistent with what exists now and should help the applicant produce a better package.
Dan Cobb reiterated that his concerns of getting materials the night of a meeting are not being addressed. He agrees with the suggested changes, but his request has not been addressed in the proposal.
Don Hutchings stated that it is implied, but can be specifically added. As written, it is addressing receipt to the Planner but not to the Board. The Board feels strongly about this piece.
Rod Boyington believes that it is an administrative issue and he will speak to the Town Manager.
Don Hutchings believes as presently written, new applications need to be submitted to the Town 21 days prior. But, there are a number of occasions where minor changes, addendums are often received the night of the meeting.
Rod Boyington believes that if the items are not there, then the application shouldn’t be heard until complete.
Dan Cobb believes that the proposed change is a step in the right direction as applicants are submitting materials to the Town until the last minute prior to the presentation. John Redlon agrees with Dan to include the 3 day receipt to the Board.
Rod Boyington stated that the Board can simply not hear an application if not given to them on time.
John Redlon stated that the Board could simply not hear an incomplete application but it does pose a problem in the future. Don Hutchings stated that having it writing in the proposed change, clarifies this for future Boards.
Rod Boyington suggested that a statement be added on the Town application about the proposed 14 day receipt of a complete application.
Doug Webster stated that by-laws don’t usually address office procedures. Both Rod and Don believe that if the Town wants the Board to perform its duties appropriately that the materials be given to the Board in a timely manner. Rod commented that there is no “received” stamp on the application, so there no way to know when items were received. He suggested something like this be included as well.
There was a discussion on whether or not including the wording is appropriate as well as the issue of office procedures and the timeliness of receipt of materials.
Dan Cobb asked why in section 2 that “D- the Planner shall submit the materials to the Planning Board no later than 3 days prior to the meeting” be added.
Doug Webster reiterated the suggestions from the Board:
1. The proposed changes to the by-laws.
2. Changing the application document.
3. Working with the Town staff to reiterate the timeliness of the application to the applicant.
4. The Planning Board remains firm on not reviewing incomplete applications.
Don Hutchings stated that while he supports this, it is inevitable that late and addendums to the applications will happen.
Rod suggested that the applicant submit items electronically or be scanned and then electronically submitted to the Board. Rod stated that the Board can deem an application as incomplete.
Dan Cobb reiterated that it really only matters for the Board when they receive the material. He reiterated that he wants to receive the materials 3 days prior to the meeting.
There was a discussion on whether or not the applicant is being penalized by this process. Dan Cobb reiterated that he believes that the Board receive materials 3 days prior and that the timeline be worked back from that deadline to be assured that everyone has sufficient time.
Don suggested that Rod and Doug have a discussion with the Town staff and others on their concerns and suggestions.
Doug agreed with Rod’s suggestion of electronic documentation. He also reiterated that the 21 day deadline for application allows more time to assess if it will be a complete application to make the following month’s agenda.
Don Hutchings suggested on Sec. 1, C- suggested adding “vice chair” to call a special meeting in the chair’s absence in this section.
Dan Cobb commented on Sec. 1, A-that the term “fourth Thursday” rather than the “following Thursday.”
Doug Webster commented on Sec. 22 about motion to amend changes which requires that this be added to the next meeting for approval.
John Redlon moved; Don Hutchings seconded.
Motion to Adjourn
5 Yes
The meeting ended at 8pm.
Meetings that are cancelled because of weather will be noted on the town web site (www.graymaine.org), local cable channel (2), and 6, 8 & 13 news. If the meeting is cancelled, it will be held the following Thursday night at 7:00 p.m.
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