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2012 Planning Board Archives
- Minutes of 12/6/2012 APPROVED
- Minutes of 12/6/2012 DRAFT
- Minutes of 11/29/2012 Non-Public Session APPROVED
- Sub-Committee, Master Plan Update
- Minutes of 10/4/2012 APPROVED
- Minutes of 9/6/2012 APPROVED
- Minutes of November 29, 2012 Non-Public Session DRAFT
- Minutes of 11/29/2012 DRAFT
- Meeting of 11/1/2012
- Minutes of 10/4/2012 DRAFT
- Minutes of 9/6/2012 DRAFT
- Minutes of 8/2/2012 APPROVED
- Agenda for 9/6/2012
- Minutes of 8/2/2012 DRAFT
- Minutes of 7/5/2012 APPROVED
- Minutes of 6/7/2012 APPROVED
- Minutes of 5/32012 APPROVED
- Minutes of 7/5/2012 DRAFT
- Minutes of 6/7/2012 DRAFT
- Minutes of 4/5/2012 APPROVED
- Minutes for 5/3/2012
- Minutes of 4/5/2012 DRAFT
- 02-02-2012 DRAFT PLBD MINUTES
- 11/03/2011 APPROVED PLBD MINUTES
- 12/01/2011 APPROVED PLBD MINUTES
- 1/05/2012 APPROVED PLBD MINUTES
Older Archives
Minutes of 7/5/2012 APPROVED
August 6th, 2012
TOWN OF CARROLL
PLANNING BOARD
MINUTES
July 5, 2012
APPROVED
Members Present: Chairman, Dr. Evan Karpf, Selectmen Representative, William Dowling, and members Richard Nelson and Kenneth Mills.
7:00 PM A quorum being present Chairman Karpf called the meeting to order. The Pledge of Allegiance was recited.
Minutes Review
Minutes of May 3, 2012
A correction to the minutes was: page 2, second to last paragraph, after 141 feet, add, “from the ground”.
Mr. Dowling offered a motion to approve the minutes of May 3, 2012 as amended. Mr. Mills seconded the motion. The vote was 4 – 0. The motion carries.
Minutes of June 7, 2012
Corrections to the minutes were: page 2, last paragraph, change 21 days to “30 days”, change 30 days to “21 days”, and change culvert to “ditch”.
Mr. Dowling offered a motion to approve the minutes of June 7, 2012 as corrected. Mr. Nelson seconded the motion. The vote was 4 – 0. The motion carries.
Correspondence
The Code Enforcement Officer’s monthly report was available in the meeting folders for all members.
Unfinished Business
Hunt Properties, LLC – septic design condition.
The condition placed on the applicant, to have a State accepted septic design in place for his project on Map 207 Lot 11, the renovation of motel units to apartments, was discussed. It was noted that according to the Department of Environmental Services’ Expansion Rule Flow Chart
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Planning Board
July 5, 2012
(ENV-Wq 1004-15) , the project does not require the specified septic design. The report by Headwaters Hydrology notes that there will be no increase in flow and that there will be a decrease in flow from the proposed project. It was agreed that the condition should be removed.
Chairman Karpf offered a motion to remove the condition for a completed and approved septic design from the decision made by the Planning Board on May 3, 2012. Mr. Dowling seconded the motion. The vote was 4 – 0. The motion carries.
Dartmouth Brook Bond Reduction
There has been a change in the name of the owner of the Dartmouth Brook sub-division. It is a change in the name only. The owner is still the same. The change is from CNL Income BW Development TRS Corporation to CLP BW Development TRS Corporation. Chairman Karpf told the Board that he had signed the proper documents at the Selectmen’s meeting as the Planning Board had intended with their vote on June 7, 2012, to allow the Selectmen to reduce the infrastructure bond to the amount of $41,500.00 to cover the stabilization project of the Dartmouth Brook area. Town Counsel reviewed the change of name. Both names will be noted at the Registry of Deeds to avoid any confusion. The Planning Board is asked to approve the bond reduction in the new name.
Chairman Karpf offered a motion to approve the bond reduction from an infrastructure bond to a stabilization bond to the reduced amount of $41,500.00 for CLP BW Development TRS Corporation. Mr. Mills seconded the motion.
After further discussion, the vote was 4 – 0. The motion carries.
Review and Possible Approval of Rules of Procedure
After discussion and some changes to the Rules of Procedure, the Board had questions regarding which newspaper to use for publishing notices of public hearings. There was also discussion regarding the RSA’s wording of a paper of “general circulation” and what exactly was the criteria to meet the requirement. There was debate as to whether the public would be aware of a notice published in one paper versus another. Also discussed was the responsibility of the public to use diligence in keeping themselves aware of such notifications. Time frames also entered into the discussion.
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Planning Board
July 5, 2012
It was noted that the interior bulletin board did not meet the requirement for legal postings as it is not available to the public 24/7. Mr. Dowling said the Selectmen are in the process of addressing the problem.
After extensive discussion, Chairman Karpf asked the Secretary to contact LGC for advice and clarification regarding the “general circulation” requirement. It was also the general opinion that a full Board should discuss the matter.
The issue was tabled until the August meeting.
Review and Possible Approval of Forms
Sub-division Application and Approval/Conditions Forms
The Board discussed the forms presented and after a number of changes;
Chairman Karpf offered a motion to approve the Sub-division application and the included Approval/condition Form as amended. Mr. Dowling seconded the motion.
Discussion: Chairman Karpf said if the Board votes to approve, this will be The Approved Sub-division Application used by the Town of Carroll. Mr. Mills noted the PSNH letter attached to the application. Chairman Karpf said there was a number of things that the applicant should be aware of and that letter is for the applicant’s information. Also noted was the information and forms regarding building on Class VI road. It was explained that this is a protection for the Town and is required by RSA. The form which indemnifies the Town is required to be filed at the Registry of Deeds.
The vote was 4 – 0. The motion carries.
Site Plan Review Application
Discussion again took place as the Board reviewed the form. A couple of typos and minor changes were made. It was again noted that this will be the Approved Town of Carroll Site Plan Review Application if voted so.
Chairman Karpf offered a motion to approved the Site Plan Review Application as amended. Mr. Dowling seconded the motion. The vote was 4 – 0. The motion carries.
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Planning Board
July 5, 2012
Schedule of Fees
There were minor changes to the format of the fee schedule. It was noted that the size of the mylars is 22 X 34. In the Site Plan Regulations the size is “a maximum of 22 X 34” and in the Sub-division Regulations the size is noted as “no smaller than 22 X 34”. Chairman Karpf asked that this be an agenda item for August so the Board can consider if it wants to make the requirement consistent in both regulations.
Chairman Karpf offered a motion to approve the Schedule of Fees as amended. Mr. Nelson seconded the motion. The vote was 4 – 0. The motion carries.
Procedure for Processing Planning Board Fees
It was explained that this procedure was developed, keeping in mind the need for proper documentation as well as the work load and capabilities of the town hall staff.
It was the consensus of the Board to approve the Procedure for Processing Planning Board Fees.
Other Business
Secretary’s Business Cards
The Secretary told the Board that since the Planning Board does not have an office in Town Hall and has no set office hours, it would be helpful if she could have business cards which among other things, could be attached to the applications so the applicant has a contact person to assist them. She said once she is contacted, she will make arrangements to meet with the applicant at town hall or another place that is convenient.
Chairman Karpf said that business cards are inexpensive and it would give the applicant the information they need to start the processing of their application. Ms. Dowling said, the Selectmen’s Office is so crowded, she would like to bring the little bookcase that has been designated for the Planning and Zoning Board out into the foyer under the bulletin board and have applications available there.
It was the consensus of the Board that the Secretary have business cards made up with her contact information.
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Planning Board
July 5, 2012
Notification of Attendance
It was the consensus of the Board that the Secretary, at the time she notifies the Planning Board members that their meeting folders are available in the Selectmen’s Office, that she request an RSVP from each member regarding their attendance at the next meeting.
Carbonite Back Up
Chairman Karpf told the Board that the Secretary is using an external hard drive to keep all the Planning Board and Zoning Board of Adjustment work in. He would like to have an off-site back-p for this external hard drive, just in case of a problem. He said, a year’s agreement is about $100.00 and could be split between the two Boards.
After some discussion in which Mr. Mills told of his experience with Carbonite;
It was the consensus of the Board to go ahead and purchase a one year agreement for this off-site back-up and review the issue it after one year.
Standardizing Case Files
The Secretary told the Board that as she was organizing the files according to map and lot number, she notice that there was no standardized way of filing a case. She said many files held many copies of one type of notice and there were some files that seemed to be mixed. She said she took three recent files and came up with a standardized way to file cases. She brought the Board the three files for their inspection. She said, the type of file and the plastic sleeves she had used from what she had personally and asked the Board if they would like her to continue with this system and if so if she could purchase a box of this type file folders and plastic sleeves. She said the cost could be split between the two Boards.
There was discussion regarding the condition of all the files and there location. It was suggested that the Secretary go forward with standardizing and not try to do “back files” unless they become of use for a current matter. The Secretary told the Board she would like to merge the Planning and ZBA files which would give the entire history of the map and lot in question.
It was the consensus of the Board to allow the purchase of the file folders and plastic sleeves and have the Secretary use the standardized “Order of Case Files” the Secretary had developed.
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Planning Board
July 5, 2012
2013 Budget
Chairman Karpf asked the Board members if they would like him to develop the budget request for 2013 which will be presented to the Selectmen.
It was the consensus of the Board to have Chairman Karpf prepare the 2013 budget request.
Chairman Karpf said the Secretary had corresponded with the Code Enforcement Officer regarding the snowmobile rental trailer out at Bretton Woods as the Planning Board requested and had forwarded to the members the CEO’s response that the trailer would be removed.
Chairman Karpf gave out information regading Ex-Parte communications and FEMA regulations for adoption which will be on the agenda for August. He noted that any changes in regulations require 2 public hearings.
Mr. Nelson offered a motion to adjourn. Mr. Dowling seconded the motion. The vote was 4 – 0. The motion carries.
9:15 PM The meeting was adjourned.
Respectfully submitted,
Linda J. Dowling
Secretary
Carroll Planning Board