Planning Commission - Regular Meeting

for the regularly scheduled you meeting of the planning commission this day April 10th 2025. Um following the pledge of allegiance we'll have a discussion of regular meeting comments on a uh Saturday meeting that was held in on March 29th and then the old business we're going to be looking for discussing the release of bonds for three different properties. Some of these are dating back a decade or more and so all of them are at least 15 years old at this point I think. So yeah and then we'll have the reading and approval of the minutes. So let's begin with pledge of allegiance to the flag of the United States of America and to the republic for which it stands one nation under God indivisible with liberty and justice for all. Thank you. All right. Um on the the 29th of um April, um we had a a meeting at a town hall in the morning for chairs of the different commissions and committees and there were a number of things that were rolled out. Uh first off was we're getting a new security system and instead of keys we'll be having key cards and that will be going to primarily the chairs if I understand it correctly. Um one of the big things about this is we're looking at um especially the activity from 400 p.m. to 11 p.m. when normally staff is not here. And so the big deal is security of the building and the fact that when we're

people are going out, we don't set off any alarms. So that was a couple of the big things. Um as um Martha had said during the meeting um the system that we have currently have is old and basically beyond repair or update. So that's how that goes. Nothing new. Um, we are being recorded by Teams right now. It's audio, no video. And, um, one of the things that we've never had a problem with, but something to think about is, um, being recorded, we must should be beware or monitor what our topics are. In other words, um, as was brought up in the Saturday morning meeting, uh, we shouldn't be asking people when they're going on vacation or how long they're going to be gone or where they live. Um, because this is all going to be public information. Um so that's there was a review of other things for preparation to meeting minutes and voting requirements but that is something that uh this commission has been very observant of. We've always had our meeting minutes within seven days and the record of vote has always been within 48 hours excluding weekends and holidays. Um there was a reminder that the fiscal year ends on June 30th. Um there was a discussion of the budget process and it was fully noted that the budget for all land use commissions, planning, zoning and inland waters uh in the wetlands is the responsibility of the zoning enforcement officer. So we have questions we go to them. Um couple of projects that were discussed uh was all the efforts at the senior

center and there's a number of different things that are going on besides remodeling. Uh there's some programs that they're looking at that are pretty interesting where they're trying to vet people be able to go into homes for people that are having a lot of loneliness to kind of be guardianship. I thought that was interesting. But both the both the person going in and the person living in the house need to be vetted so that we know there's compatibility and not to be um we don't want to develop situations we don't need to um there was a discussion about the grassy hill bridge uh that's been in the work for a long time I think Todd you're well aware of that and they were saying that once they start working on that is it was going to be out for several months I think they said like four months that access was going to be unavailable and so they're still trying to work out some things and I'm not sure if they would be able to come up with a a temporary access around the bridge work or not. Do you have any information on that? No, there'll be detour. The bridge will be gone. Okay. So they'll have the detours will be quite scary. We have to go up woods road and blood street and so the bridge right when you right yeah that bridge across the firehouse it's really not a bridge it's some culvers some wing walls on it y and um they're going to eventually change that whole thing around and put box culvers in it. So that's what the process would be and it'd be you know pretty big pretty big project because that bridge has to that those culvers have to come out and the box colors have to get set. What's the problem with it now? Uh they're kind of small. So when it rains real hard it doesn't have enough

flow in it. So it sometimes it backs up. I've seen it so it backs up and actually runs across Grassy Hill Road and I've actually seen it run down okay down Halls Road. But at one time I before I was around but LSJ who lives there said that they added to pipe and made it wider and one problem is that the pipe that they used didn't match exactly in diameter to the pipe that's there. So when Bonnie was first select woman the joint gave way and the road caved in. So we had to go up and dig it up and pour the concrete around to make a temporary okay coupling around what was there. So uh too small the approach isn't that great. So it would be a big okay upgrade. Thank you. Appreciate that. Uh, one of the other things that was occurring towards the end of the meeting is um, the chairs and committee chairs had a chance to talk about what they were doing and um, it was it was interesting. Some some groups are pretty pretty active and um, I think it was a lot of good discussion. So that's just a synopsis of that. Um, I think there'll be more coming out. And there's also a they're developing a guide for administration. It's ABC, administration, boards, and and committees. Authorities, boards, and committities, boards, and committees. And so that's in the process of being um developed. And when it comes out, it'll have a lot of information about how things need to be done, recorded, and so forth. So that's it uh for now. Uh from then we'll go to old business and I want to take each one of these individually in

case there has any questions that might hold up something. So Eric, the first one is 71 Exchange Corporate Park. Yeah, this goes back to the development of Enterprise Drive. Um, the most recent approvals we have on that site, um, where this bond seems to be tied to, uh, goes back to 201 I think is the most recent one. We have some other some stuff for modifications, 2015, but I didn't find anything there more recent than 10 years old. Um, as far as I can tell, there is no additional subdivision work that needs to happen for that uh, Enterprise Drive. Again, as you're probably aware, the uh Sennheiser building there is being redeveloped there by Kellogg to put a warehouse there and do other things, but that doesn't that has a separate bond associated with it through the zoning commission. Again, this is just going back to the subdivision bond. The road itself has been accepted. There are no additional municipal improvements that we're holding the bond for. We are holding still now at least 10 years uh $19,666.71 19666.71. Um I asked the applicant if they wanted it back. They said they did want it back. Um and they sent a request asking for it back. So I have to come back to the planning commission to formally get a motion to release the bond. All right. Go around Howard Michael. Fine. Oh, uh Rob was accepted. So, right. Yeah, the road's accepted at this point. So, there's nothing more that the town should be. We're holding the money in case before we accepted it, we needed to do work to make it up to town standards. Obviously, we accepted the road. So, that that ship is sailed. Um so, I think there's not much more to do except give

the money back. I do I have a motion? Just a question. Have we been earning interest for 15 years on this? I guess we have. We have. The interest technically goes to the uh bond donor or grantor. So you the money is going back to them at whatever interest rate we've been earning on it for years. Here's deposit for a house. So you just keep it. They keep the interest. So now the town does not get the money from this. The money has to go back to the the property owner. All right. Do I have a motion? Some moved. Move. Any further discussion? Second. All in favor signify by saying I. I. I. Motion is carried. Unanimous. The next one I have is meeting house lane subdivision. Um, this is a much smaller bond in the amount of 3,965.74. 3965.74. Again, this is a uh subdivision that was done by James McCra. Um, and as far as I can tell, there's nothing outstanding that the town is looking for with this subdivision. Um, it is again at least 15 years old, I think closer to 20. Um, and you I went out there to see if there's anything that the town should be looking for. Everything appears to be in order on the site there. So, um, I contacted Mr. McGraw and he asked I asked if he wanted his money back and he indicated he did and gave us a letter to that effect. Um, so we're back to the planning commission to release the funds. Is this largely for the road, Eric? Um, this is drainage issues. Yeah. Um, but again, it wasn't that much money and again, it's been collecting interest. Even with the interest, it's $3,900 20 years later. So again, I don't know there's much more to do besides give the money back. What address is it? Um, got two lots up there. I don't remember it. Yeah. You remember the

house burn? Yeah. Yeah. It's also got the hospital uh Y drainage to that, wasn't it? Yeah, I think so. Again, I I want to say it's like five meeting, but I don't have the address in front of me yet. Unfortunately, we don't have that Jeff's house on the left in between Jeff and and Moses. I can run up. Yeah, I can burn. That's the one that's burnt. Yeah. So move we release the bond. I have a second. All right. Any further discussion? All in favor signify by saying I. I opposed. The motion is carried. Vote is unanimous. And the last one is for Hollis and Penelopey Rizley. Um they had given us a bond in connection with Ripple Tree Road. Um the original amount was actually 21,250. They came in and got it uh reduced and reduced again. Um the bond originally was given to us on June 3rd, 2002. Um again, this was a fairly simple subdivision, I think, into three lots. There was not much going on there. Um and again, this was done 23 years ago. And the bond we are holding got for all this time is $3,34.50. So, um, substantially reduced from the original 21,000. Um, took a little help from the tax collector to track down the Grizzlies. They have moved to Florida. Um, but we were able to find them and get an email from them um, requesting the money be returned to them. So, um, again, I'm coming back to the planning commission to ask for the money to be returned. So, moved.

Yep. Second. Do you have a second? Okay. Any further discussion? Um, who was the one that uncovered these outstanding bonds? Eric? No, actually um what happened was um Anita uh our uh finance director said that the auditors don't like the fact that we're holding these monies on her books and came to me and said, "Please get rid of as many of these as you can." And so with the help of Craig and Fallon, we went through and we're slowly going through. We got we've got some released by uh zoning, some released by wetlands. Now we're here at planning. Well, whoever it is, I'd like to say good job because it's it's it's good to get things cleaned up. So, who's whoever did it, good job. I mean, again, Anita Flag did it. It took a little work on our part to figure out what commission was associated with what bond. But for the last month or so, I've been going to each commission and saying, "Can we please release three bonds here, three bonds there, a couple bonds over here." I think it's been eight or nine bonds total that we've released. Um, so yeah, we are trying to get money out of our system here because again, the auditors were telling Anita that it's it's sort of bad practice to keep this money on the books here. So, I agree. Good job. Uh, just in review, we had a a motion and a second. Y All right. Any other comments? Hearing none. All in favor signify by saying I. I. Opposed? Record show that it was approved. And unanimous. All right. Our favorite topic of the meeting, the reading and approval of the minutes. I have a question. Yes, sir. Uh I have always stated I make a motion that we accept the minutes as uh submitted. Are we still going to get an email or how am I gonna know what how

can I make a motion if I don't know where the previous minutes are on the town website? They should be on the town website. The minutes are posted on the um like the planning commission their agenda and minutes page, but if you would like them emailed to you. No, I'm just Okay. But I just would like to look at them and I just need to know where I look. So there's still going to be the the town website. Yeah, it'll be on the town website. All right. Thank you. Good question. Because we're so used to getting them now. Okay. Oh, and I have copies here if anybody would like that. I'm good. It's going to happen now that we're recording on Teams here is we're going to put the audio of the meeting on the website as well. So, if someone wants to listen to the meeting, they're able to do that, too. Thank you. Okay. Very exciting stuff. But, you know, I'm sure it is. Should we bring popcorn? Okay. I would like to make a motion that we accept the minutes as posted on the town website. Do I have a second? Howard? Any further discussion? Hearing none. All in favor signify by saying I. I. Opposed. Motion's carried. Unanimous. And now I get to make a motion that we adjourn. Do I have a second? Second. Second. Oh, who's fighting for? Oh, that's it. That's good. All right. Motion. All in favor? I. Motion is carried. Thank you all for coming.