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Minutes of 05/09/07

June 8th, 2007

Carroll Planning Board
Minutes
Mt. Washington Hotel Site Plan
Public Hearing Continuation
May 9, 2007


“These minutes of the Town of Carroll Planning Board have been recorded by its Secretary. Though believed to be accurate and correct they are subject to additions,
deletions, and corrections by the Planning Board at its next meeting when the Board votes its final approval of the minutes. They are being made available at this time to conform to the requirements of New Hampshire RSAS 91-A:2.”

Members of the Board present: Vice Chairman Evan Karpf, Charlie Cohn, Connie Oliver, and Rena Vecchio

Member of the Public present: Matt Dieterich, Walter Elander, Robert Hayter, Consultant, Jeffrey Duncan, Edith Tucker

Minutes taken by Maryclare Quigley, Secretary:

Pledge of Allegiance

Meeting called to order at 7:00 PM

Vice Chairman Karpf advised that the Board was continuing the public hearing for the Mount Washington Hotel Spa and Conference Center Site Plan Review from May 3, 2007.

Matt Dieterich gave a general overview of the project as a refresher of what is being planned.

Walter Elander from Horizons Engineering began by reminding that as requested from the first part of this public hearing, he delivered plans to Provan & Lorber and advised that Mr. Murn pointed out that there were three items still to be rectified. These included FEMA lines on the map; water and wastewater treatment; and parking.

Mr. Elander addressed the FEMA lines with some difficulty as the flood zone is not depicted accurately on the FEMA map. Mr. Murn suggested that the flood plain map be moved to line up with the river, particularly in relation to the Hotel, as the low side of the river, the east side, which was used to set the FEMA flood line, is on the golf course side of the river. Logically the river will flood over the lowest side before it goes over, if ever, the higher west, Hotel, side. Provan and Lorber are satisfied with this resolution.

Mr. Elander advised that all necessary permits have been applied for from DES, wastewater, disturbance of terrain, etc. He also advised the DOT may request a change of use regarding the potential for increased traffic to the spa, if there is an impact to the main entrance on Route 302. It was noted that the requested letter from the Rosebrook Water Company regarding water supply capacity has been received (copy attached). Matt Dieterich, advised that it will meet future growth and explained the way it is measured. He further stated that they have been permitted for 540,000 gallons per day by DES. When questioned, Mr. Dieterich identified himself as the Managing Director of the water company and stated that he was qualified to make the determination as to water supply availability. Discussion also included the spa and conference center where the anticipated water use is estimated at seven thousand gallons a day.

Discussion then turned to the plans of roads and traffic. Mr. Elander was advised that existing road names must be on the Mylar. It was noted that the fire hydrants shown have been reviewed by Jeff Duncan, Fire Chief.

At this point, Robert Hayter, president and owner of The Hayter Firm, Landscape Architecture and Land Planning was introduced. Mr. Hayter told the Board that he has a diverse background in planning and has authored a “roadmap to the future” for the Mount Washington Hotel campus based on his experience with parking and resorts. He explained that spas when associated with a hotel do not typically generate much traffic, and that the population rotates, as not everyone is there at the same time. He also said high traffic situations will be more controlled.

As the Board had learned previously, Mr. Hayter confirmed that the current parking will remain, but will be reconfigured and enlarged. (Clement Road will be a gated way – fire personnel, employees, some homeowners and club members will have access). Mr. Hayter stated that the visual aspect of parking should not be obvious and where they can, they will screen the areas with trees and at the Golf and Nordic Center, berms of about eight feet high will be put in place so parked vehicles will not be seen from Route 302. He also advised that they do historic research before starting so they can get an understanding of their projects.

Chief Duncan said that while the spa is not the major concern for him, the two levels above are as they will have the capacity for 1,000 people. Mr. Hayter said neither he nor the operator want the Board to compromise as public safety is a must. They will study each venue separately by capacity for occupancy, recreational facilities, seasonality and user need to establish benchmarks and resort vehicle demand management. Also to be looked at will be the resort transportation system with shuttles, valet parking and walking factored in. Discussion regarding peak versus capacity ensued and Chief Duncan said it’s not practical to assume the highest number of people, but do need some number, so he felt 2,000, including employees, would be about peak. He had met with Mr. Dieterich to discuss parking, and they agreed if this number were to be exceeded, they would let the Fire Department know, they will add one additional security person for every 500 extra people and they will also do a parking plan and submit it as to where any overflow parking will be and how the vehicles will be directed there. Chief Duncan briefly summarized his calculations for the number of parking spaces (copy attached).

The matter of lighting was brought up and the Board was told they do observe New Hampshire night sky laws.

In questioning Chief Duncan about his concerns regarding the load capacity (for fire apparatus, etc) of the area leading to the loading dock, he stated that these will be addressed through the building permit process, along with the matter of exiting the Conference Center and maintaining the access road to the rear of the Hotel. The latter and adding the road names to the final Mylar, noting that any changes will be submitted to Sgt. Smalley, were set as conditions for approval.

Dr. Karpf asked if the Board wanted to deliberate further on this application or if they would prefer to accept a motion at this time. Charlie Cohn made a Motion to: accept the Site Plan Review with the conditions stated. Rena Vecchio seconded, and the Motion passed unanimously.

There being no further discussion Charlie Cohn made a Motion to: adjourn and Rena Vecchio seconded. It was approved unanimously.

Dr. Karpf entertained a Motion to: return to the Meeting. Charlie Cohn moved the Motion, Rena Vecchio seconded, and it was approved unanimously.

Dr. Karpf requested the resumption of the meeting as the posting of a bond is required for the construction of the roads and fire (safety) access roads. Mr. Elander will contact Provan and Lorber for the amount needed and will have it taken care of.

Rena Vecchio made a Motion to: adjourn the meeting. Charlie Cohn seconded and it was unanimously approved.

Dr. Karpf declared the meeting ended at 8:45 p.m.