Planning Board - Regular Meeting

Everyone, we'll open the meeting. Um, I'll make a motion that we see Brian West as a a voting member this evening. Second. All in favor? I I

All right. Um, we have this evening chapel tractor application proposing to demolish the existing residential and commercial buildings and remove the foundation slab on a property in Route 125. Um, and you have a presentation for us if you can introduce yourselves. Absolutely. Ladies and gentlemen, my name is Smith. You just push the button on the mic. There you go.

Okay. Once again, ladies and gentlemen, thanks for being here. My name is Christian Smith, engineer with Beiel Associates, representing the applicant on this project. Um, Ted and Don Hingley Higgley, the owners of the two parcels in question are here with us tonight as well. And essentially, your description was was pretty simplistic, but pretty much the proposing here. There's an existing commercial business that uh used to do electrical repair, things of that nature, as well as the home of the former owners. Those are intended to be completely taken down. And uh one of the questions we have before you is specific to a conditional use permit for some of the wetland buffer disturbance. I will point out that that uh the pond area out behind the existing um the existing uh business was completely man-made back in the 40s, give or take, possibly earlier than the 40s, many decades ago, but it is now obviously a jurisdictional wetland and and surrounding. Uh, but it has been left to uh to overgrow pretty severely. There's a lot of trees that are subject to throw. There's a bunch of invasive brush out there. We've gone to the conservation commission and essentially got a uh an endorsement for the conditional use permit from them. Uh we went as well to the zoning board of adjustment for the fact that the display which will simply be an extension of the existing chapel tractor display that you see when you drive up 125 now. Um and there is a regulation that uh that Mr. Greenwood was able to point out for us that disallows the parking of vehicles in the wetland buffer. Obviously, with where that pond happens to be located, there would uh really be

no not much other place on the property to uh to store vehicles for display. Uh we are removing one of the two uh curb cuts for the driveway that served the existing property and the former owner uh uses. And uh beyond that um we do have one waiver request uh that is for a drainage analysis and the reason being for that is there is very little of this parcel. Uh in fact it's just a few feet along the front to the north that actually drain toward the right ofway. Everything else drains in the direction of this existing pond. Uh the pond will also be cleaned out. Um, we do have GO environmental services working on the uh wetlands permit for that through the state and obviously that'll have to get uh you know submitted to the municipality and uh signed off on by the town clerk as well. Um, by and large that is the uh the gist of the of the project. Uh we did run the calculation at your engineers's request and we are looking at uh just over 4,000 square feet of additional gravel area compared to the roof area and gravel area on the property as it speaks. That's just within the property boundaries because obviously the um there's a big reduction in the rightway for removal of that uh leg of of the existing driveway. Um, and with that, I'm happy to address any questions uh or concerns that the board may have.

Um, do we need to make a motion to invoke? Yeah, I'll make a motion to invoke invoke jurisdiction. Did we not do that? I I I thought that we did. Oh, okay. I believe we already had that. Yeah. During the first hearing. Yeah. Okay. Your notes are dated today or yesterday? Yes, they yesterday. Yes. Because I I just wanted to indicate those things that the new plan. Gotcha. The new revised plan had taken care of and there were some questions at the on the zoning board end that needed to be addressed. Mr. Greenwood did so in that letter that I've put in your packet this evening.

Correct. So, would you like me to go over that, Kristen, or Yeah, I'm wondering too about um how folks feel about a sitewalk to help us understand how everything looks out there, but I also don't know about timing if that I know that you've already been working on this for a bit and already went to the zoning board. So, thoughts? I mean, I'm I I have been familiar with the site for a long time, but I'm not a planning board member. That's the that's the yeah case I think in a lot of these when I say do we want to do a sitewalk and a lot of people say well I've been out there but um newer members

okay does that work for you that's fine okay yeah whatever the board wants to do um it'll be very quick yeah that's fine because there's not a lot to walk before you end up in the water yeah we can make it very quick And we can schedule it very quickly if that's um helpful. Sure.

I could do that. The 119 Does that work? Uh, Saturday, April 11th at 9:00 am. At 9:00 a.m. I thought I heard seven. We're ignoring that. That's perfectly fine. And that was a a motion. Do I Do I have a second? I'll second. All in favor? I I I

Okay. Um, yeah. Glenn, do you want to walk through your comments and I I know we've got um Yeah, we have both mine and Terara's. Yeah. Which Okay. Yeah. All right. Quite a bit. Terra's here, so she can do she can walk through hers with the board afterward. That sounds good. Hi, Tara.

All right. So, I've I've removed the ones that I thought were addressed by the new plan. Um, and I think actually for my comment number three, you do have a survey for this. You just don't have um the stamp the survey stamp on the site plan. You have it just on the conditions plan. The survey endorsement is is not yet on the site plan. Glenn, you can do that, right?

Oh, of course. Yeah, we were just waiting to make sure that there were no other changes coming. Um, and for a site plan to be recorded, their endorsement is simply this does not create a subdivision. This is for recording purposes only. It's it's pretty simple statement. Yes. Yes, indeed. All right. And you understand that there's an NHD permit review required for the existing chapel wide, right?

Yeah. We've been through uh DOT. We we expect to respond completely to their comments because the surveyors actually had to go out and do some additional uh road survey of the existing Route 125 so that we could produce uh sight distance evaluation sheets um which I thought was a bit silly because if you stand in that driveway and you look either direction, you can see 800 ft. But we're doing it. They will be responded to tomorrow. I you're you're you have a lot of experience with them, so I'm I'm comfortable you'll make your way.

Um, do do we have an indication of how many display units will be on the new site? I I don't know. Going on up to the microphone and Well, for just for an order of magnitude for me then how many? That space would allow that. If I put Oh, yeah. Yeah. Little lawn tractors, that kind of thing. It's not going to hold 50 excavators.

Okay. Thank Thank you. Thank you. Um number 11 you did do I don't know why I didn't take that off. Um the the the issues that I wanted to talk about specifically are ones that came up at the um zoning board hearing and also that Tara indicated in her comment letter. And one of them is that at the Z so my comment number 13 at the ZBA hearing for this proposal there was discussion about parking lots being set back 50 feet from the property line. Historically, the board has not held that display areas are the same as parking areas and have not held display areas to that. They've allowed the planning board to make that determination. And so, I personally see no reason why that wouldn't be the case on this one as well. Um, but I think that the board needs to talk about it. And second, my my second comment here at number 14 is that the town's engineering review comments indicate that the zoning ordinance requires a 50-foot landscaping separation from the property line. This lot has had no such separation for its entire existence, and it has been a commercially used parcel. The proposal removes two non-conforming structures and advocates a continuation of the previously allowed use of the property to the extent of the boundary line. And I do not believe that continuing this use requires zoning board approval. Um we're we're dealing with a very limited um area for this site. We're we're downgrading the use that used to be there, one that had both a residence and a commercial facility and septic system and well um and associated um travel on the site that now becomes much less um

intense under this proposed use. And so I just wanted to go on record as saying both of those things. for so for number 13 um is that because parking lots are permanent and display is flexible?

Yes. Yes. And and the the concept of parking lots having all sorts of vehicles coming through of all sorts of age and um uh levels of maintenance. you you had there's a much greater potential for negative impacts from parking areas where you have cars that are coming and going that might be leaking fluids and whatnot. We are we do have to remain cognizant that we're in a lot of this is taking place in a buffer area to the wetland. Um but these are new units that they're that they're displaying there, not old maintenance challenge units

and also accidents as well. Busted radiators from accidents in a parking lot where traffic is moving through. This is not a place where traffic is moving through. It's a place where you're parking equipment for display that probably gets moved once a month or maybe not even or maybe more if they Yeah. Right. But it is unit sold. Yeah. But it is distinctly different than a parking than a parking new equipment. I'm sorry. It's all new equipment. These are all new vehicles for sale. Yeah. New machines, I guess I should say. Could Could we just include that in our conditions for display that these are new? Yeah. I'm just thinking of some situations we've had where people have display items that are kind of

Yeah. And I just wanted to interject one more point um to to kind of flesh out Glenn's point is that you know another issue with the setback to a property line um for a parking lot is parking lots have vehicles that are coming and going all day typically in in the wintertime that's going to mean projection of headlights. Uh that's simply not going to be the case here. I mean if there's a vehicle after dark out here it's probably a winter maintenance vehicle plowing a a driveway. Okay.

And as far as the 50- foot landscaping goes, um, and this is this is why I want to have a better sense of what it's like. I know we've had some situations where I think it's great cleaning something up and getting rid of invasives is all wonderful. We've had some situations where if there's a residence nearby that where there's always been a nice visual barrier and somebody logs or cleans up, that changes their perception of it. even though it's a better situation. So, that's the only thing I'm thinking of with the landscaping. And if I could I'll flip to my plan that way, Mark, you don't have to change what you've got up there. Looks like it started off.

Uh, and I apologize for people on this side of the V table because you're going to have to bring back see this with this flying V configuration of the tables. I don't know where the hell this is so that everybody can see it, but I want the public to see it as well. Um and and just for everybody's knowledge and and you'll see this when we do the sitewalk on this this agricultural property right here, there is a big barn right there. The the buffer would be to essentially a barn with

All right. Um, anything else before we move on to the next set of questions? No, ma'am. From the board. All right. You want to have Tara go to the podium? Yes. Um, sorry. I was just looking to see if there was I can stand here. Anything on the I'll sit down. I'll come up and talk to you. Hi, my name is Tara Aalina. I am a civil engineer with SFC Engineering. I am the town engineer. Yes.

Um I only had one comment because he addressed all the others and the planning board was or the all the other comments comments um was the septic system. So I had asked um where is the existing septic system to be abandoned and he marked the plan on the EC um existing conditions and it shows uh he just had found the vent pipe and which is located in the right of way. So, I feel that it appears that the septic system would be abandoned in the rightway, and I would recommend that a note be added to the plan stating that all the components of the septic system found in the rightway be removed and properly disposed of and that was my only

All right. Um Oh, I'm sorry. Can I May I say something? Yes. I was just Well, I was just going to ask that there were other comments, but you're saying we've already talked Yeah. about them,

except for Except for one. I think that you're absolutely right that we should have some have something indicating some sort of easement agreement or something that establishes the passage between lots because we don't we really don't have anything formal. Um and so if nothing more than a note saying that as that the access between the two lots is what is being approved and would stay in in use as long as both lots were owned by the same ownership.

Yes. And and that's what I was going to suggest is what we would have to do because I don't think that legally you can actually grant an easement to yourself. Yeah. I think that is odd, right? I I believe it's it's not even So if we just have a note that indicates that this provided these two properties are under common ownership. Common ownership. Exactly. Yep. Not a problem. Exactly. So thank you for saying that.

All right. So we'll do a sitewalk. Um, I don't know if there's anything that we need to that we can do tonight. Did you want to dispense of any of the waiverss or would you like to wait until you're ready to make a decision on the application? Um, I feel like we should do the sidewalk first. Yeah, that's perfectly fine. Um, so if it's appropriate, I'll make a motion to continue um this hearing to uh April 16th at 7 p.m. Does that sound right? Yeah.

Yeah. Does that work for the applicant? So, we'd have a sitewalk next Saturday and then come back Thursday, two weeks from now, and address any final questions.

I get a second on that one. Second. Thank you. Was there anything else anybody wanted to read, discuss questions while we are here? I'm also the town health officer. So I guess I'm throw this out there. Thank you. Um I'm the town health officer, too. Um so when you guys are demoing this, you guys are going to have to pull the permits and stuff. What do you guys use to fill the basement or foundation area that you're excavating? Clean fill. All right. And I don't know what's the is I I know the home looks like it's fairly older. Is it Is it a concrete basement or is it

fields? Field stone. Okay. So, all right. Just curious about that. Just making sure that there's an asbestous testing and stuff like that for debris. All right. Did we get a sec? We got a second. Second. Any other discussion before we vote? All in favor? I I All right. So, we'll see you Saturday. Thank you very much. Next Saturday. Thank you. at 9:00 a.m. I'm up at 6 with my dog, so I'm with you. I can be there at 7.

All right. Next item on the agenda, we have a letter from the owner of the property at 62 Route 125 about approval for a layown yard. Was it something we said? I was just kidding. That did not land. That did not land. It landed, but not well. Not well. Not well.

They're not all home runs. Um, that's absolutely right.

Okay. So, we have a letter in your packet dated March 27th um about the property at 62 Route 125. It's 5.1 acre parcel. Um, the US Navy will be the tenant using three and a half acres of cleared land and some paved area at the front with a gate at the entry. And they want to use it for a layown storage area with related moving equipment on site. No structure. And we have a Yeah. Um, we have a CAD photo with what would be what what's shown on the layown yard. Um, so is the applicants here? Could you come on up to the podium and introduce yourself and tell us a little bit more?

I'm just going to introduce myself. I'm the broker for the applicant and uh, this is Thomas Grenice. I'll let him introduce himself. Thomas K. Some an owner of the property. All right. And sorry, what was your name? Just for Oh, yeah. Sorry. Jerry Oonnell. Thank you. All right. Um, so we have this is a property with an approved site plan for a lay down yard or a lay down yard. So, we're just looking at the details, correct? Um, my only thought and I don't know,

you know, how many containers would be in the this 5,000 I'm sorry, 50,000 square foot area. I don't have or we weren't given an exact number for that but on the depiction here he has uh they do have an indication no they don't

10 looks like 10 containers in each row I'm sorry It looks like 10 containers in each row based off the picture they provided to us. And it will not be more than double stacks. Got up to how many? That would be up to 100 then because there's five rows. And it is a large flat area. Yeah. And no more than 17 feet high with the double stack. Right. Rock pressure. Yes. Um, Charal, it is indeed. So, not on this one. Do you have this one? I don't.

Okay. I don't, but let me I'll check. So, Oh, this is the only one I scanned. So, we have a drawing here that shows um an area with pallets and scaffolding, but it looks like it's in the landscaped area. It's kind of hard to Well, they all have them. I they're all in their packets so I just can't put it on the screen. We're good. Do we have the site plan? Is that I can go d if you want to talk I can go.

Well, yeah. I'm just wondering like what what's the extent of what's approved for the layown area and are we staying within that area because the way it's drawn it's right up to the property line it looks like

I got two and it's not that clown I'm like, I can um see what I have on file for a site plan. So, if I read this right, they're going to be cutting more trees down. No, no, there's no trees on there. There's a barrier of trees on the on the line, the uh block line. Like I see where is laid out that's about 3/4 of the way to the tree line. That's exactly what I'm trying to understand is it looks like the entire property up to the lot line would have yeah material on it.

This is a depiction of what they've given us and not maybe not exactly where it will go but they have not said anything about cutting down trees. So we're not expecting any trees to be cut down. Yeah, I I think that's what we would want to make sure is that they have the site plan and know where the setbacks are. They provided this We didn't do this. They provided this. Gotcha. So, um there's no there's no plans to cut down. Right. But we can have them confirm.

Well, I think what we need to do is have have them understand where what the site plan says and where the boundaries of the layown area are and where the setbacks are so that they don't put material in. So, I could do that by way of a letter. That would be great

to them and that would so that it would essentially be if you guys did a motion to the effect that I would send a letter that would say that the site the existing site conditions are not proposed to be changed and that the layown area will take place within the um excavated and graded areas that exist today. Moved. And if that's if that's if that works for you guys, that's a letter that would that would use. Second. I'll second your I Yeah, I would say that works because when I did the site visit with them when they actually came out, there was no talk of anything cut down. They only use the area this clear.

Yeah, that's that's excellent. So, I I I went ahead and made that motion and Bob seconded. I think Wait, what is what's Steph saying? I I think what what they're showing on this graphic is so we've got two plans. One is it defines the lease area with bearings and distances total square footage and then I think this colored graphic is just kind of a zoomed in version of the lease area and where stuff will be but it's all it's the same shape. So

this one just doesn't have the specific bearings and distances but I think it's meant to be a schematic just show what's going where within that space. So that would lead me to believe they do have the right I guess we need to confirm that matches the site plan right because this is this is what they're leasing but within what they're leasing there's some limitations about right if they are comfortable with that restriction that there not be any change to the existing conditions yeah I don't think there' be any problem with that and does that also provide for um traffic, you know, for space interior interior

motion. Yes. Um I I would I would expect that you're going to this is your site. It's going to have to work for you and you're going to have to be able to move around with it.

Yeah, I think they've done all their measurements and everything. So, I think um I think this uh colored graphic is like you like this lady said, it's a more of a depiction of what it is and where they are. And he's just put it on the lot just to show it for tonight's meeting. Um and there's no intention at all to cut down any trees. It's not in the lease. It's not anything else for that. It's just to use it as it was. And what we were originally advertising for lease is the three and a half acre part of that 5.1 acre parcel. Correct.

Okay. Yeah, I'm good. So, we have a motion. So, Glenn would write a letter saying it's fine as long as it's stays within the conditions. Okay. Do we have a second? I have a second. Any discussion? Any questions? All right. All in favor? I thank you. Thank you very much. We'll watch out for the letter Glenn. Yes, I'll get that I'll get that out, but not until next Wednesday. Okay, very much. Thank you. Perfect.

All right. Uh, next item on the agenda is SFC Engineering site inspections. And Mark, I know you've been thinking about this and have maybe some recommendations or at least questions for the board about how we'd like to do this. It It's kind of something that that Tara and I have been kicking around with Glenn. And could you guys come up? Please do. Just sit up with us. Bring up bring up chairs and sit with us. I

I feel like you're way too far away over there. And I'm sorry, I I know you introduced yourself when you came to the the interview a month or so ago, but I forget your name. Associate, actually. Has everybody had a chance to meet these guys? I I couldn't come to the interview.

Why don't we do you mind just giving you a little bit of uh intro about you and background? Anything you think would be helpful for the board and then we'll introduce I have actually We want to Nate, do you want to start? Introduce yourself for these things.

I'm Nate planning board rep. Our our newest board member newly elected. I like warm nights and Legos. Ramste been on the board. four years now and been a Brentwood resident coming up on five years now and looking forward to working with you guys. I'm Kristen Aldrid. We met before, but I'm uh chair.

Mark Kennedy, land use administrator for the town of Brownwood. Uh Bob Montagor Montig. I can't even say my last name. Montigari. I'm the select board chair. Um I don't know. I've been in and out of politics this town for 20 some odd years. Um, and I'm also the health officer for the town. Um, and just a allaround victim of circumstance. So, Glenn makes me that way. So, um, Glenn Greenwood, town planner. And did you say you were an engineer? No. She's our ringer. She's She's our you guys.

She's our resident engineer. So whenever we need something really quick, like 10 people call her all thinking we're the only one calling her. But um she's she's been really really helpful to us. And you should always say that. That's my day job. I I'm a transportation engineer. I work for Ray Pierce, so not a sight expert likeelves. I will keep in my own lane. Um I'm Doug Marino, um board secretary. Um and I serve uh with Brett on the RPC.

Brian West. I'm an alternate um for a couple more years. Been in town for well since 85. Find it interesting. All right. So, uh we wanted to talk about inspections and frequency of

Yeah. So, it's been a an ongoing conversation between Tar Glenn and I and we're uncomfortable making that decision. You're really the board and and it's your it's what level of inspection that you want to see. So, I'm hoping that everybody reviewed the TEC review process and and what that offered. And it's sort of my view is that that that was really intense. I I I fail. I'm have a I'm having a hard time justifying our engineer being there once a week inspecting things that really aren't things that are bonded for. Like what I'm trying to I need your help figuring out what what would be within the purview of the town of Brentwood. Is there is it things outside of the right of way? I mean, obviously the roadway things that we're going to own, I I certainly want inspected. I want my drainage calculations uh inspected and drainage swailes and capture areas and overflow areas, I want to make sure that those are properly designed and built properly. Any sewer lines that run in the right ofway or under the roadway, I think it's important that we have those inspected and pressure tested because someday they may be ours or not lines won't be ours, but the roadway above it and its repair and maintenance will will be our issue. But what else beyond that do we want our engineer going out and inspecting it? I'm hoping you did look through the TEC file. Talking to them, it they had a blanket invitation just to show up whenever they wanted and inspect whatever they wanted.

It seemed it seemed a bit overkill to to me personally, but I I really am thirsty for your input as a board.

Have we ever had any kind of checklist like When we review a plan, there's a series of ordinances that have to be adhered to and we're looking to see if the plan meets those. So, I would think we would want to inspect against those to make sure that they're doing what they said they would do in the plan. And I would agree that anything in the rightway, the roadway, things like that would be top priority. But then there's other things related to wetland or you know things that we want to make sure that they are doing appropriately as approved. But have we ever had any kind of checklist say?

Not really a checklist. in our in our regulations, we have the procedure established for anytime you're going to either construct a road or construct a driveway. So, those are I think the most cohesive direction for you guys. Um, and again, the only other the only other thing I'd say is since you will be looking at the storm water management information from the beginning, um, you would, I would expect, want to make sure that they don't do anything during the construction process that would negatively impact whatever was designed for storm water management. So the I think the guideline the guideposts are using the regs for road construction and driveway permitting and making sure that whatever our plans indicate for storm water management actually happen the way that they're proposed. And it it should be said um that I expect that there are going to be times when there are deviations from those plans that you're likely going to think are appropriate deviations. Um that being the case, what we sort of failed to get was any feedback when that happened um previously. So if if you have those discussions and it makes sense to do changes, just put that in writing for us so that everybody understands what's happened and how something reflected on the plan has been changed. But other than that, I think that that's I I don't think you want to be their

clerk of the works. Um, but there are there are times in the road construction process where there should be inspection to make sure they're doing it according to our our rules. Um, and they I would hope that they would understand you're going to be there. Um, and that maybe they should make sure if they're going to do some of those threshold activities that they tell you that those are going. And that's why we do have a requirement for a pre-construction meeting with you. And that's when you guys should establish how that communication is going to take place because it is it's important, but we do want to rely on you when you're out on site to understand what the plans say and what what will be required.

Yeah. I I mean I was thinking with some level of engineering judgment like do they provide they being contractor like a two week look ahead of what they're going to be doing and then the engineer could okay next Tuesday they're going to be impacting the roads right and I'm going to be there for that. Um and then in terms of the storm water management I would say I think it would be a good practice after a storm event to go and check that the erosion controls are still properly in place. I mean, whenever you're there, confirm they are, but especially

Do they give you guys a schedule of when they're doing certain activities? Like, do they say over the next couple weeks we're going to be doing X, Y, and Z, so you guys can cold call it and just kind of show up and say, "Hey, we're checking And like he would me every other day and tomorrow and then come the next day and that's when I was like Mark how often he'll have me there every day. So I said maybe like Mark was saying the things that are bonded like I knew they were pressure testing sewer and the water echo under road we want to make sure that is it

right so while I was there one pass I want to be back out there when they pass I think that's important right

and I agree But he does reach out to be next. So we need to make sure on any approvals certainly on any approvals that have roads that we have established a bond that covers your inspections and those inspections can be sort of formalized at the pre-construction meeting that you have with them. um that's gonna whatever you decide at that meeting is going to change according to you know when weather changes and they they can't do things that they wanted to do because of whatever reason but we need to make sure that we have a bond established for her

that's why we have an escro account and we always it's starts out at $3,000 at yeah at final approval right yeah I mean whatever's left in their every other day every other day right right that's and I don't I don't understand who was paying him all that all for all those visits the and I'd have to do a lot more research and I'm going to do that research but but the checks didn't come from the development it should absolutely be covered and

when we start with 3,000 and you get an indication of what their thresholds are we should be able to come up with an understanding of if that's going to cover those or if it won't. If it won't, we'll have to ask them to provide more money. No, I reach out to applicants all the time to not shouldn't say all the time, but to refill their escro accounts. That's part of what I do is keep an eye on that escrow account, but you aren't the clerk of the works. You're not their clerk of the war. Do they? It was odd. When you guys set up um developments like Riverrun with I think it's Joe Felzone. Is doing that right? Well, it's John Livier.

So, when you're doing that and they give you the proposals and then I would assume the engineering looks at it, do you guys give a budget for how much you think it's going to cost to do the engineering aspect of it or No, we're just jumping into it now. Tail end of it. Yeah, you're right. You know what I mean? I miss all that fun stuff. for roads they are required to establish uh cost estimate for road construction. Okay. And they're those are broken up cost four different phases of that road construction and inspections are part of that um okay establishing the the bond for the road.

Yeah. How do you guys develop a budget for that?

They develop the bond. Our engineers review that bond schedule to make sure that this is okay with the money that's in the escrow account. When the inspections start, those bills, she's going to send me bills. I will go into the escrow account, look at it. Is there enough money in it? Put it on a consent agenda. I include the escrow amount in the consent agenda. So, you know, this bill is associated with this uh applicant and then the payment goes out. If there's not enough money in the account, I we would probably in that situation end up paying the bill and then I go and ask the applicant for more money for their escrow. And I clean that I just clean that up. Um, I create a spreadsheet and when I accept the application, check numbers, invoices that have gone in and out of that account. It's recorded twice. My spreadsheet should match Ombro's um, escrow account sheets that he's keeping as well. So, there's a check and balance to that spreadsheet. And that's the way it typically works. We don't bond the engineering reviews, but we do keep an escrow account.

Right. And if you run out of money, they're required as part of the Yes. permitting to replenish that. Yes. I would almost this evening well should if we they didn't replenish it, we would issue a cease and desist on the project. That's your ultimate recourse is to recommend to the select board that they issue a cease and assist that all projects stop on that until they refill the rest. Okay. And I just I just want to clarify too that the costs are covered by the developer, but it should all go through the town because the engineering firm works for the town, not for the developer. So just so that that's you had your

Yeah. Yeah. So, I I was just going to say very generally and um I think that um s sort of my overarching thought here as I I think the key is just going to be overcommunication. Um which I I think we're all because that's been the root of a lot of our problems in the past is is kind of a lack of communication. I think we're already sort of on the right track. You've been in touch with Mark like hey like how often should I be coming out here and things like that. I I think just for for me my perspective as a board member I just appreciate the communication so that you know we don't get like you know an invoice and we're like stunned by

no this is your process and as much as we can kick around ideas it's really has to be you that have to agree to it. So that's why we're here this evening is to say how would you like this handled? Yeah. I I I I am comfortable with not having like necessarily a a one-sizefits-all approach. I I I do one of the reasons why I supported hiring SFC is because I I trust their judgment uh very much in terms of evaluating these things. You know, with our oversight, of course. Um but I think that, you know, there's a middle ground between being completely hands off and kind of, you know, looking over their shoulder constantly. I think we we can find a happy I think so, too. Um, I thank Taro for bringing this to my attention

and to say and then I go into TEC's and start digging and then I'm like that just seems like way too much. Like so you're I think you're absolutely correct that there is a middle ground to this. I just wanted to share Bruce's thoughts on it on the screen as well and send me an email.

Um, okay. So, it sounds like at the when during the pre-construction planning, you can come up with some kind of initial plan for inspections. Make sure that it hits on storm water management, wetlands, erosion control, roads, driveways, anything in the right of way. Um, and you know, kind of come up with an initial plan and then be flexible if more is needed. Um, but that inspection should be purposeful. There should be some reason to go out there, not just, "Hey, we haven't been out in a week." And the guy's like, "Hey, come on over."

Yeah. I mean, we have to justify these uh expenses to the applicant and the re the expenses should be reasonable. Yeah. I mean, if they're asking and they're willing to pay and that makes them feel more comfortable that they're somehow covered that, you know, we're super aware of everything they're doing and they're willing to pay for that. But that should be discussed at the beginning that that's Yeah, because it also they shouldn't be able to drain your time. um even if they're willing to pay for it all the time, it it isn't necessarily your responsibility to be watching everything they do. Right. No, you're our engineer, not their engineer.

That's our mantra. Just a question on River Run with with the driveways being put in. Now, I I know what we ran into up on um the road that shall not be named. Yes. So, will they be inspecting the driveways over there also?

Yeah, we have a we have a separate driveway permit application that actually this board doesn't handle. Actually, the select board handles that. Now, the building inspector handles that. We've increased the uh fee for that to include uh a hands-on and visual inspection of it. and Tara will be handling that and sending those reports to Jillian who will be filing that with the building inspector. So I I it might be a two for one. He might be there expecting and then you just do some driveways over there. But that we're starting to clean up that process a little bit. We're going to wait till we get a few bills from you on those to make sure that that price is comfortable with you and then we may have to adjust it in the future. But right now it's sort of speculation until we get a few under our belt. we get a couple dozen of them and then we can say, "Hey, this is a good rate for that particular uh application."

Yeah. One difference here too, I think, is that they're all being done as part of the development and the other development turned it over to the put the responsibility on the builders. Yeah. But no, nobody was visually inspecting them and that's where everything fell apart. That was the problem. That was the problem. That was the They all should be inspected for the type of culvert being used. They'll let you do that. The the coverage on the culvert and the slopes associated with drainage of the driveway. That all should be visually inspected. We're learning from our errors. Well, not our errors. Yes. And people pushing the

right pushing the boundaries. Pushing the boundaries. Yeah. All right. Anything else you guys want to talk to our engineers about? Good. It's a pleasure to have you on board. Thank you so much. It is indeed. Appreciate it. It is indeed. Yeah. Thank you. Have a nice night. Yeah. Nice meeting you guys. All right. Thanks, guys.

Next item, street names and addresses added as a requirement for site plan approval. Is I know we've talked about street names before and that's a that goes to the select board. Select board um decision. Glenn and I kicked this around a little bit and I'm just going to highlight some of the issu challenges that we we faced with this is um take uh Riverrun for example. They're finishing phases and then people are moving in but not really having a legal address

and not having things delivered to their home. Some companies won't deliver packages unless you have a legal address that's registered with 911. They're calling my office and we're trying to square it's all squared out now. But it was quite an issue for a few months there where a lot of residents could get things delivered to their house because the road wasn't a legal, you know, 911 has to accept, you know, some addresses and there's a process to that. That process begins with the fire department. First, our building inspector has to assign it a a street number and then 911 has to approve it. That's the system we use now. Talking with our building inspector and other communities. That's all handled within the planning board process that you'd ask the applicant to check with 911 and assign his addresses right out of the gate. The other challenge is when they're applying for septic permits, it's not by address, it's by lot H. And how do I put a septic permit in a file in the filing system under lot H

because it's going to get an address eventually. It's going to get a property card number and a street address and that and you know you got to go into the site plan just to figure out which lot it is. It I think my electric is still under

speaking with Mr. Greenwood. There are some of communities that do it the way we do it and there are some that have that straightened out right in the planning board process approval process that you know we're not going to approve your site plan until your your plan has legal addresses on it that you've already applied to 911 for. It's just a thought that I had. It's more responsibility for us, but we were going to look at site plan regulations and it could be an easy one to add in. So that's it. This could go either way. Could be more stuff that we have to do. Mr. Greenwood, help me out. It's more efficient to do it on the front end than what we've been dealing with on the back end.

It's going to be more efficient for you for filing that. It I think it's going to be better for the people who live there. Yeah. Better for the people filing stuff. Easier tracking. Everything's done already by a street address. You know what I'm saying? and it's vetted by the post office and it's the applicant has to get those approved by 911 because really we could assign it here anything that we wanted and this has happened before and then you go to 911 and they go no no no no no we want it this way and somewhere along the line that power was given to them can't remember the exact history of that Mr. agreement that it was all reverted back to 911 has to finalize. Yeah, they they became the

authority the authority in the it's been 15 years now. Yeah. I I I I I think it's something that we should talk about as part of the site plan regulations potentially, especially um you know, I I I have concerns about emergency response, especially where, you know, we're a community where we we do have a lot of elderly residents and so um you know, I am concerned about the idea of there being a gap where where folks are, you know, sort of in in limbo in terms of their home address, especially when you're looking at senior housing. Exactly. That's what that is over there.

Yeah. So, it's not part of the building occupancy approval that they have a proper address so no one moves in. No, you could file a building permit for lot H, lot B, lot A, lot Z, right? But the final occupancy certificate doesn't require Oh, I'm sure. Well, an a proper some You'd think that that would get squared away by that, but it didn't. Okay. it. Um I'm just Yeah,

this could go either way. So, you know, like some communities do it this way, some others do it that way. I could say, "Hey, it's not my problem. It's the building inspector's problem." But if we're looking at site plan regulations, I thought maybe we as a board we could take a look at that and because that was a quite a pudoo around here for a little bit. Yeah, I'm glad you're planting the seed now because I think it's it'll be good for us to kind of think about as we start to think about what the site plan regulations should look like. So, so do they actually before they can move into the house does already have to have mailing address? One would think so.

No. Well, if you make it a rule and I mean I can't see how they how they couldn't, but it seems like maybe they don't. They didn't get through 911. I guess I once 911 you get a permission to occupy the building. You would think you'd have to have have legal address. Yeah. That should be right out front on the mailbox or whatever. Yeah. I can't say lot you can't move in until you have a place to move into and you have to have a way to address it.

It never both. We could, you know, make it part of our process so they get started early. And I especially like that for situations where it's not all one developer so that this isn't being pushed off on individuals. And then but also maybe recommend that that be a final check for build a building inspector. But if they can't move in,

I I love the idea that we will have developers go to the board of selectmen first to get the road names. So our final plans have the road names on them. I because there are times when I've been blindsided by people calling me and asking me about roads and I've always called it whatever the developer named the subdivision and in the interim it's become a real road and I have no idea what they're talking about. Yeah. So I would prefer that

at least for the roads we always have the road on the finally approved and recorded plan the road name so it doesn't have whatever the developer wanted to call it you know Fox Run when the selectman have a list they have a they at least had a list of road names that you would choose from or the first word on that list was went to the next road. Yeah, I think a lot of that's changed because now we have to run it by the post office, see if there's any other towns that share the same zip code. Do they have that street there?

Um, so I I I love the I love getting that done before final approval. I'm still I'm less interested in us being responsible for knowing what the 911 address is, but if it If it makes it easier for the whole process, then as long as we can get as long as we understand how to get that done before we give grant final approval, that's fine.

Yeah. Yeah. I mean, I'm just wondering to what's if you can get language from another town that does it this way because timing wise, if something hasn't been built, will the post office or 911 even approve it or do they wait until there's an actual house there? So, I I like the idea of having the road names and having some sort of wording about individual addresses and then recommending that building occupancy not be granted until there's a 911, which is not I know that's not a responsibility, but nope. Seems a lot.

Maybe the select board can recommend to the building inspector that that be part of the process. I I think it should be they could easily put that on the check sheet of stuff that has to confirming that this has been done. It's for the occupant safety. Yeah. Can you draft a site plan regulation that we vote on? Absolutely. And I I will I'll I'll talk with the fire chief as well. Make sure that we un we all understand what time frames are props are. Okay. Yeah. Thanks for bringing that to his board. 50%. I got 50%. I'm happy with that.

Well, we'll see. I mean, if we can do 100%. I just wonder if the post office might be like, "Wait, you want an address for a empty lot? Let's wait until there's an actual house." I don't know. Unless, you know, you built I I think it's important to have that address before the construction starts. Okay. I had to it was hard to get companies to drop material off to my lot that I about 80% of the time they went the wrong way on old Gordon Road. Um and I they were like thought I was fishing them,

right? sending him down a class six road and I would have to give someone else's address in my neighborhood and say, "Don't go there. Go one block 200 feet down." And I they drop material off in other people's yards. Um and it was frustrating. So it it does help a lot other parts of the process of delivering material. People go to the right address. Um they don't a roofer doesn't put shingles on the wrong house and then they own that. You know, there's other things besides just the occupancy getting in there and not getting a Amazon package.

Well, I love having my painting contractor. There's a lot of come to my house and paint, but send you the bill. that that will work for me every single time. And it and it, you know, I was laughing when you said about your still having your electric bill years later. And I I had to go through similar when I built my house. I was Oh. Oh. And I was like, and that would have fixed it if they just gave me the address number. All right. So yeah, find out what the process is and if it's we're able to get the address up front, then we can include that. Shoot. All right. Next item. Are you going to get it?

Yes. Oh, now he looks like he's been riding his Jeep too much. He's a little sore. All right. Um, so the next item is signing Doug Finnen's appointment slip, which we voted on last time. Yay. Yay. I hope his travels are going well. We miss him. All right. Okay. Um minutes. Can we have a motion?

Um I I had one very minor amendment to the minutes. Um yeah. So um Nate is labeled as an alternate and that's no longer correct. He's a regular member. It's regular. That was prior. Average prior to the election. Average. Was it prior to the election? 319. 319. 319. That was our first meeting after the election. My apologies. No worries. No worries. So, you can also put secretary after um Doug's name. Oh, I could add secretary. Yeah. How am I going to abbreviate that? SEC.

Um and then I'll make a motion to approve the minutes as amended. Second. Anything else on the minutes? All in favor? I I Any abstensions? Okay. No. Yawn. Candy. Any other business? Um, I can just give a quick update. I'm going to be attending a New Hampshire DOT safety summit as our pack representative. So, let you guys know how that goes. It's in a week or two. Good. I don't have

And I'd like to ask the board to allow for a meeting at our next meeting and maybe people wanted not to have that meeting next time because we don't have anything on it. But now, oh, now we do. We do. Beautiful. No, no, because I want to have a meeting that is attended by Joe Faone and his engineer to talk about the multif family ordinance and real world ramifications and clarifying for him what we expect um the course to follow. So, he wanted to meet with me yesterday. I really didn't I've already met with him once about this. I won't want to meet with him with the board. Um, so

okay, he he can do it at our next meeting if it's okay with you. We'll set up the times for that. Are we seeing potential issues? He Yes, there's always potential issues with Mr. Fzone and they're generally grounded in really good information, but I think his interpretation and my interpretation are different and I want to make sure I'm not speaking um in an odd way for the board if you guys don't agree. So, I will put together a memo for you before that meeting so that you can hear what my perspective is. Um, and then we'll

um So, you all should have in your email a copy of um an email exchange with some of his questions. So, take a look at that. I did not send it out to the complete board. I sent it to you and staff. You you will be getting it. We'll share that with every question and it had to do with unit number, bedroom number, uh where the commercial space goes might be really good to have addresses on that unit numbers that starts. I can't imagine what the delivery would be packages. Did Did you already book that appointment with Mr. Fon?

I told Mr. Fzon that I would like to be at our next meeting. Yes. Okay. But I didn't give I I told him I would be asking the court tonight. Oh, okay. So, we'll have a hearing so far as what we have scheduled and then that discussion. Okay. And then um we we need to talk about site plan regulations for multif family and the commercial. I have I have started that. You started. Okay, great. So, I will I I would like to promise that I'll have a draft version for us to look at at that next meeting. That's the game plan.

Okay. Do we have any indication of timing of when we might see something, but we should probably do that fairly quickly. Like I said last time, I think let's just get something down so that we've got in place some stakes in the ground and then we can build it out later. But I think we need some protection. I'm sending it out right now. Oh. Oh, yeah. Kristen had received it and thought it went to everyone, but it really only went to her. And now Mark is

it was sort of an exchange between Joe and I and I brought and Glenn and wanted to send that to the chair and vice chair of the board in lie of a potential meeting that he was going to have at 1:00 on Wednesday. Um wanted Glenn to weigh in on what he thought of that. Reported it to the chair just in case maybe she might want to be there. That meeting didn't happen. I missed the meeting part

and here we are. So, it's not like you're not getting information that is relevant to the conversation going forward and post any conversation that has happened. Everybody will be in the loop. Yes. And we need everybody in the loop. We need all hands on deck because this Yeah, this is going to be complex. We could have some choppy water here. and we've been through some other complex applications and it was a lot of work. Just don't reply to it. We'll take care of it in person.

Okay. Um, anything else? Motion to adjurnn. I'll make a motion to adjurnn. Second. All in favor? I I All right. Please turn off your mic. B West was the second. Yeah. Yeah.