Planning Board Minutes

PB Minutes of 8.7.25

August 27th, 2025

Town of Carroll Planning Board
Meeting Minutes
August 7, 2025
5:00 PM
“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 RSA 91-A:2.”
Planning Board Members Present: Vice Chair Austin Alvarez, Rena Vecchio, Don Jones, Ryan Peffer, Paula Murphy
Public Present: Chris Ellms, Jon Louttit, Carol Alvarez, Angela Loring, Joe Loring, James Hayden, Don Bouchard, Gardner Kellogg, Robert Lamoureaux, Kevin Leonard
Minutes Taken By: Steffanie Apostle
Item #1: Meeting Called to Order at 5:00pm

Item #2: Pledge of Allegiance

Item #3: Attendance Taken; Quorum Met

Vice Chair Austin Alvarez sitting in for Chair Alex Foti

Item #4: Approval of Minutes – April 3, 2025 & July 3, 2025

• April 3, 2025

Austin Alvarez explained to the Planning Board that Steffanie Apostle had heard back from Legal and the Planning Board is allowed to approve minutes without a quorum of who was there. Austin Alvarez asked if there were any additional comments to the ones made in May.

• Paula Murphy had a question that was a matter of clarification on page 4 under the Parker Road Subdivision.
o It is supposed to be (3) lots total and at the end of that paragraph it says; The map is an accurate representation and each subdivision and is over 5 acres so they don’t need State subdivision approval. Is that the correct language? Do you call each lot a subdivision or a lot within a subdivision?

Rena Vecchio said it would be called a lot within the subdivision because it’s not a subdivision without the rest of them.

• Paula Murphy said that on page 13 there was an acronym to be corrected. The sentence says; Scott Sonia said years ago he and Greg Hogan
o This should say him and Greg Hogan not he.

Steffanie Apostle to correct the minutes

Austin Alvarez asked if there were any more comments to the April meeting minutes and there were not.

Paula Murphy made a motion to approve the minutes as amended and Rena Vecchio seconded the motion. All were in favor and motion passed to approve the April minutes.

• July 3, 2025 Minutes

Austin Alvarez asked if there were any comments on the July 3, 2025 minutes. There were no comments or corrections to be made. Rena Vecchio made a motion to approve the July minutes and Don Jones seconded the motion. All were in favor and motion passed to approve the July minutes.

Item #5: Omni Mount Washington Hotel – Continuation of Application from 7/3/2025

Austin Alvarez reminded the group that this application was submitted and accepted at the July meeting but had not been voted on. Austin invited James Hayden from Omni to discuss the Employee Housing project.

James Hayden introduced himself to the Planning Board. He was there to represent Omni Mount Washington Hotel for their employee housing project. James Hayden said at the last meeting in July he went into the details on the Storm water, utilities, and a project overview about the intent of the project. Since the last meeting there was a modification to the parking lot aspect of the project. Omni has added Lot G near the Hotel to serve as an overflow and event parking spot. This area is grassed as it stands today and will remain grassed with no earth disturbance. This new spot is just a place for additional parking for events and things of that nature. The Hotel will be parking the cars so there is no need for delineation or line striping. James Hayden said at the last meeting the Planning Board asked Omni to confirm if they were in the overlay district or not. After some research the Omni Hotel does not fall in the overlay district. James Hayden asked if there were any other questions or comments he could answer.

Austin Alvarez had a question on reading the overlay map and wanted to know if the dark lines on the map represented the overlay district?

James Hayden said it was. It was the big dark line that goes across Route 302.

Austin Alvarez thanked James Hayden for clarifying.

James Hayden said since they submitted the application the month prior the applicant had met with the Fire Chief and showed him the revised plans.

Rena Vecchio asked if they had a letter from the Fire Chief to add to the file?

James Hayden said they did not have the letter at this time but would get the Planning Board one.

Fire Chief Jeff Duncan said he didn’t have any issues with the Omni Mount Washington project.

Rena Vecchio asked the Fire Chief to put that in writing.

Austin Alvarez said it would be reflected in the meeting minutes.

Rena Vecchio said she still wanted a letter because it was listed on the application and if 10 years from now when we are no longer with the Town if someone picks up the file, they will have all the information right there.

Austin Alvarez had a question about the parking at the hotel. There is a note in the documents that says the parking has to be within 400’ to be applicable. Any of the lots used for guest parking, valley parking, employee parking or any other parking have to be within 400’ of the hotel.

James Hayden said that was correct. Lot B will service just the employee housing. The lots adjacent to the hotel will serve as guest parking. The people in housing wont use guest parking and guest parking will not use housing parking. The lots will be coordinated and placed in spots associated with the different uses on site.

Austin Alvarez said with some mixing and matching they could meet the criteria. The only other pending items left over from reviewing the application were the sewage disposal soils map, NH water supply, collision control and State permits. NH DOT will not be involved with this because there is no intersection. Austin Alvarez asked if they had spoken to Scott Sonia the Road Agent?

James Hayden said they had not because all of this is happening on Omni’s private road and they would not be changing the entrance at Base Station Road.

Austin Alvarez was in agreement with Omni Hotel. The only other thing the Board had asked was to confirm if they were in the district overlay and that was previously addressed at this meeting. Austin Alvarez said according to the State Regulations when Omni receives their State Approvals, they will need to forward on to the Planning Board.

James Hayden said they would provide copies to the Town. Typically, what they do is put the permit number on the plans so the final plan will list it for easy access and can be called upon as needed.

There were no more comments or questions from the Planning Board or the public.

Rena Vecchio made a motion to approve the Omni Mount Washington Employee Housing project pending the State approvals. Don Jones seconded the motion. All were in favor and nobody opposed. Motion passed to approve the Omni Mount Washington Employee Housing pending the State permits.

The Board thanked James Hayden for doing a great job presenting to them.

Item #6: Gardner Kellogg – Hunt Properties Subdivision for David Scalley

Gardner Kellogg introduced himself to the Planning Board. He is a Land Surveyor standing in for David Scalley who was unable to make the meeting.

Austin Alvarez said the application states it is a minor subdivision and he wasn’t sure it met the requirements for a minor subdivision.

Rena Vecchio agreed with Austin Alvarez.

Austin Alvarez said a minor subdivision is for up to (3) lots and this was for (10) lots.

Gardner Kellogg said this was a subdivision that had been previously approved for David Scalley to merge all of the lots together. Now he would like to rejuvenate this and make it a subdivision again. Originally David Scalley was going to build duplexes or condos on each lot but has decided against that. Garner Kellogg wasn’t sure what had happened and said maybe it was a tax issue.

Rena Vecchio said it could have been that if he built duplexes, they would have to sell each duplex as a whole

Austin Alvarez said it would be a subdivision but it’s a major subdivision not a minor one.

Rena Vecchio asked if the prior plan had been recorded.

Gardner Kellogg said It had been.

Rena Vecchio mentioned she didn’t see any checking information for the Registry on the application.

Steffanie Apostle said David Scalley did have the checks for that.

Austin Alvarez said it would need to be a major subdivision.

Rena Vecchio said that would add $25.00 to the original costs.

Steffanie Apostle said she could get that from him; they know where he works.

Austin Alvarez proceeded to review the application with the Planning Board.

Application – Check List
• Five (5) paper prints at 1” =40’ or similar scale, no larger than 22”X34” in size on which the following is required. (A mylar shall be prepared prior to final approval which will include all of the following): These were provided
• Identifying Title: Listed on Plan
• Name and address of applicant/agent/developer: Listed on Plan
• Name, number and signed seal of surveyor and/or engineer: Listed on Plan
• Date of Plan: Listed on Plan
• Scale: Listed on Plan
• North Arrow: Listed on Plan
• Property lines with bearings, distances, monuments: Listed on Plan
• Total Acreage (square footage of lot(s). Listed on Plan
• Names of all abutters: Abutters list was provided with the application
• Existing structures, roads, landscaping and other man-made features (indicate what will be retained, altered or removed). Listed on Plan
• Locations of all buildings on abutting properties within 50 feet of property lines and location of all intersecting roads or driveways within 200 feet of the property line: Listed on Plan
Austin Alvarez asked Steffanie Apostle if the abutters letters were sent
Steffanie Apostle said the abutters letters were sent out and this was posted at the Town Hall and the Post Office.
• Location of existing and proposed property deed restrictions, easements, covenants, etc. Listed on Plan
• Existing and proposed grades (where the grade is less than 5 percent, the contour intervals shall not exceed 2 feet with spot elevations; otherwise, the contour intervals shall not exceed 5 feet. Listed on Plan
• Existing and proposed drainage systems and structures: Sheet 1.1 & Sheet 1.2 show existing and proposed. Listed on Plan
• Storm Drainage plan, including where necessary; plans for the retention and slow release of storm water including location, elevation and site of all catch basins, dry wells, drainage ditches, swales, culverts, retention basins and storm sewers. Plans for snow removal and storage should be indicated. Engineering calculations by a professional engineer should be provided. Direction of flow should be indicated with arrows: Listed on Plan
• Natural features such as streams, marshes, lakes or ponds, types of vegetation and ledge outcrops (indicate what will be retained, altered or removed) Listed on Plan
• 100-year flood elevation line and location of any wetlands: N/A
• For on-site sewage disposal, a soils map and NH Water Supply and Pollution Control Division permit. N/A
• Size and proposed location of water supply and sewage facilities and provisions for future expansion. This was listed as N/A.
• If on-site water or sewer facilities are planned, show distance from proposed facilities on site or on abutting properties to a distance of 200 feet. This was listed as N/A because it should be in the previous file
Austin Alvarez said this should have been check marked
Rena Vecchio said if they are here on the plan they should not be marked as N/A
• Proposed provisions for fire protection: Gardner Kellogg said this needed to be checked on.
Austin Alvarez asked Fire Chief Duncan if he had seen this new plan?
Fire Chief Jeff Duncan said he had not seen the new plan and he would not go by the 2016 plan as things have changed.
Gardner Kellogg asked the Fire Chief about the fire hydrants.
Fire Chief Jeff Duncan said every 500’ so they will need a fire hydrant in the middle and at the circle.
• Architectural drawings showing the shape, size, height and other exterior details of proposed structures or expansion of existing buildings; This was listed as N/A
• Location, type and size of all proposed landscaping and screening: This was listed as N/A
• Exterior lighting plan: This was listed as N/A
• Proposed signs (including advertising and directions): This was listed as N/A
• Proposed streets (with names) driveways, parking spaces and sidewalks showing widths, direction of travel, inside radii of all curves (please indicate total number of parking spots): This was listed as N/A
• Location and dimensions of loading spaces and facilities associated with the structures or uses of the site. This was checked off but should be a N/A
• Circulation plan of the interior of the lot for vehicular and pedestrian circulation, also showing means of access and egress, proposed changes to existing public streets, sidewalks and curbs, including any traffic control devices or signs necessary. This was checked off
Austin Alvarez asked if there was a stop sign?
Joe Loring said there was a stop sign and a fire hydrant in the middle. He walks his dogs there every day
Rena Vecchio said the application should be redone and corrected
Austin Alvarez said to review the whole thing first
• Detailed construction drawings including but not limited to typical sections of pavement, walks, steps curbing and drainage structures by a professional engineer. This was listed as N/A
• Vicinity sketch at 1” = 400’ showing the location of the size in relation to the surrounding public street system and the zoning districts and boundaries for the site. This was listed as N/A but should be a check mark
• A soils classification map, together with descriptive information for each type of soil (required for on-site sewage disposal only): This was listed as N/A but should be a check mark
• Provisions for solid waste disposal and collection: This was N/A
Austin Alvarez said they could use the Town dump
• The location of all existing and proposed deed restrictions, easements, covenants, etc.; This was N/A
• The location of visual and noise reduction barriers, if any. This was N/A
• Copies of all applicable State approvals and permits. This was N/A
Gardner Kellogg said this was listed as N/A because it had already been previously approved and should be in a file
Rena Vecchio said this should have been provided as part of this application and that is not Steffanie Apostle’s job, it is the applicants job to do.
• Review by the Carroll Fire Chief and Road Agent; This was checked off but should not be as the Fire Chief was not consulted on this new application
• Any other additional information specifically requested by the Planning Board; This was N/A
Austin Alvarez asked for the Planning Boards thoughts.
Gardner Kellogg said David Scalley would have been here but he was away
Paula Murphy said where it talks about the description of the project on page 1 it seemed vague to her. Should there be more information?
Austin Alvarez said we will ask for more details on the description. Also, where he lists on the application N/A; we need an explanation as to why he thinks it is N/A. Austin Alvarez said on the final checklist there were things checked off that were not completed and things listed as N/A that should not be.
Rena Vecchio made a motion to deny the application for Hunt Properties. Paula Murphy seconded the motion. All were in favor and nobody opposed. Motion to deny the application for Hunt Properties passed.
Austin Alvarez said they could not accept the application without the corrections to the check list being made and they needed more details in the description.
There was a question from the public in regards to septic locations and setbacks. Does the septic have to be within the setbacks?
Gardner Kellogg said the leech field can be in the setbacks but has to be at least 10’ from the property line. If you are next to wetlands it needs to be 75’ away. The house has to be within the setbacks required by the Town.
Austin Alvarez said paving a driveway can go right to the property line.
There was a question from the public asking if the new application will show where the septic will be going?
Austin Alvarez said that could possibly be on the plan but that would be more up to the individual owners of the lots.
Gardner Kellogg asked if the abutters needed to be re-noticed
Rena Vecchio said they did not need to be because it was a continuation
Austin Alvarez said they can carry over
Rena Vecchio told Garner Kellogg to tell David Scalley they need everything he would bring if he hadn’t done this in 2016. Everything needs to be provided
There was a question from the public asking if they were an abutter would they be able to review the final application before it is approved? We don’t want to stop the project just curious to know what he is doing.
Paula Murphy said they had the right to view the application
Austin Alvarez said that was one of the reasons we ask for it 21 days prior
Rena Vecchio said this is a continuation. No decisions were made tonight outside not to accept the application and to come back with a completed application.
Gardner Kellogg said for Septembers meeting you would need it on the 14th of August?
Steffanie Apostle said yes. This month’s meeting was a little later than usual cause the 1st of the month was a Friday so we lost about a week’s time.
Gardner Kellogg asked what happens if he was not back in time to do that?
Austin Alvarez said it will carry over to the October meeting.
Gardner Kellogg said he would let the Board know.
Fire Chief Jeff Duncan asked about the water. At one point in time the Selectboard was looking into restricting water hook ups until there was a thorough assessment of the water.
Rena Vecchio said she thought that legal said that was not legal to do.
Fire Chief Jeff Duncan said he was not aware of that. If there isn’t water to supply you can’t force the Town to supply it.
Steffanie Apostle said she thought if they had been previously approved, they would be allowed water. This project had been previously approved and already had the hook up and water stops to the curb in. David Scalley was going to meet up with Scott Sonia and shut off one stop at each location. This was run for 2 stops at each location because it was going to be duplexes/condos and now with single family housing he only needs one stop at each location.
Steffanie Apostle to check on water availability
Item #7: All Other Business
• Discussion of next steps for Echo Lake
Austin Alvarez introduced Kevin Leonard. He is the Engineer hired by the Town to help with Echo Lake.
Kevin Leonard said there had been submissions from Horizons Engineering to himself and the Town. In some ways they have made progress. They are sorting out the driveway and the bridge to go over the water main.
Kevin Leonard said his understanding was that Echo Lake had finally submitted the legal documents to the Town which was sent to Town counsel for review.
Steffanie Apostle said that was correct and it came back from Legal with comments which is why she wanted to have Kevin Leonard here to discuss. Steffanie Apostle said she did not know the next steps forward.
Kevin Leonard said he did not see what was sent to counsel and he did not need to but he said his understanding was Echo Lake is working on an easement plan because there are a lot of easements on the property and it was very hard to decipher off of the construction set. One thing counsel commented on was there was no legal description and we want that so there are no disputes. Kevin Leonard also believed they were working on new HOA documents and he wasn’t sure it captured everything.
Planning Board did not recall seeing the documents. Steffanie Apostle to confirm they were sent.
Kevin Leonard said what concerned him was if the Towns counsel was not aware of all the moving parts something could be left out or missing. Kevin Leonard said he was concerned about convertible land and phasing along with the fire pond testing and maintenance. Kevin Leonard wants to make sure everything gets captured as they had filed for their Certificate of Occupancy for multiple units.
Steffanie Apostle said they have applied and she told them the legal documents needed to be reviewed and approved before we could inspect and issue the certificate.
Kevin Leonard said he didn’t want the Town to issue the Certificates of Occupancy until everything was ok’d. He didn’t want someone to buy a property and then find out about all the restrictions and easements after the fact as that would be a nightmare. The infrastructure ponds are incomplete and Kevin Leonard said defer to counsel on when and if you want to issue the Certificate of Occupancy as there are many layers to this project. When the Certificate of Occupancy is issued make sure everything is documented and remaining work is bonded.
Fire Chief Jeff Duncan said we can’t stop the Certificate of Occupancy but it will not be issued until they have met all of Kevin Leonard’s conditions.
Kevin Leonard said there was an original approval for Phase I. They then came back with a Phase II which caused an amendment to Phase I and the Planning Board conditionally approved Phase I changes and Phase II subject to the conditions such as permits and satisfying my letters. Ordinarily Kevin Leonard said he wouldn’t expect the final plan to be signed off on unless all the conditions are fulfilled. They are getting there and are very focused on Phase I because they have buildings that they want to sell which Kevin Leonard understood. They are picking away at it but not there yet. I want to ask counsel if they can sell the lots before the final plan is signed or can they go under the original approval which has already been signed.
Rena Vecchio said that’s why the Town hired him; to help protect the Town
Austin Alvarez said they take Kevin Leonard’s input and legals input and then make a ruling.
Rena Vecchio said she wants to make sure legal is aware of everything because she is not confident that they are.
Steffanie Apostle asked Kevin Leonard if he would be comfortable speaking with the Town’s legal team.
Kevin Leonard said that was what he was going to suggest. The Town’s legal team is within walking distance to Kevin Leonard’s office.
Rena Vecchio made a motion to allow Kevin Leonard to speak to counsel and report back to the Planning Board. Paula Murphy seconded the motion. All were in favor, nobody opposed. Motion passed for Kevin Leonard to speak to the Towns legal team.
Austin Alvarez asked who the new legal team was as the Town just switched.
Steffanie Apostle said it was now Upton & Hatfield
Austin Alvarez said Chair Alex Foti was most familiar with this project but has been on vacation a couple of months so in his absence he would be the point of contact until Alex Foti was back.
Steffanie Apostle said we could schedule a Teams meeting or a Zoom call.
Austin Alvarez said they keep getting asked if they are ready to approve Echo Lake.
Kevin Leonard’s said to stand firm on all of the conditions being met before you sign anything.
Austin Alvarez stated the Planning Board does not issue Certificates of Occupancy, the Town and the Selectboard are the ones to issue.

Rena Vecchio said they would let Echo Lake know when they were ready.

Paula Murphy said that they have asked multiple times for (1) complete application with everything in it and they have yet to provide the Town with that.

Kevin Leonard said they were in the process of redesigning the retention pond because they hit water. They have however received their AOT approval. They will finish Phase I before they bond Phase II but the Town still has the original bond in the full amount and he believes that will be enough to cover any outstanding work.

The Board thanked Kevin Leonard for his help and making the drive up here. They look forward to hearing from Kevin Leonard once he has spoken to counsel.

• Along the River Campground

Robert Lamoureaux from Along the River Campground introduced himself to the Planning Board. He owns Along the River Campground and was interested in improving the property. There is an existing cabin that they want to replace. This had previously been approved to be outside the setback requirements and because he wanted to increase the size of it, he wanted to see what he had to do. They also want to add a storage area to an existing building that is also outside the setback requirements. Robert Lamoureaux said they were not changing septic or water but they need more elbow room because the cabins are very small which is why he wants to make it bigger by 100-200 sq./ft. which is why he does not want to swap them out as a like for like.

Austin Alvarez asked if there was a reason they can’t move the cabin back out of the setback area?

Robert Lamoureaux said they can’t because the road in the campground is for RV’s and the sewer lines and utility lines are all run underground so he has limited area he can go.

Austin Alvarez asked if the office for the campground was also in the setback area?

Robert Lamoureaux said it was and that was where they did their housekeeping and laundry. Robert Lamoureaux said the Town was on him to move his meter and this is step 1. Step 1 is to upgrade the cabin to relocate housekeeping while they replace the old tired building they are currently in.

Austin Alvarez said he would need to go to the Zoning Board and make sure they were ok with his plans so they don’t do this and then have to move it.

Robert Lamoureaux said he would go to the Zoning Board as he wants to do this the right way.

Austin Alvarez said because he is on a State Road he should also check with NH DOT & NH DES to make sure they have no issues.

Robert Lamoureaux asked if he should go to the Zoning Board first or to shoreline protection?

Austin Alvarez said that would be part of Zoning so in Austin’s opinion Robert Lamoureaux should go to Zoning first.

Gardner Kellogg said the Zoning Board was the bigger hurdle so they should go to Zoning first and then Shoreland protection. Shoreland protection is just numbers to come up with a fee for them to pay and that was easier.

Steffanie Apostle told Robert Lamoureaux Zoning Board meets the second Thursday of each month at 6:30pm.

• Martin / Dorsey

Steffanie Apostle said that Paul Martin had come in to the Town Hall to ask about a property line dispute between himself and Mark Dorsey. Both of them have had their property surveyed and they both got different results. Paul Martin wasn’t sure what they needed to do as his property was greatly affected.

Austin Alvarez said they all need to get together (both parties & both surveyors) and come to an agreement or it becomes a civil issue and they will need to go to court.

• Master Plan

Brief discussion about approving the Master Plan. There needs to be a sign off sheet for the Planning Board. Steffanie Apostle to create a sign off sheet based off of the last Master Plan sign off sheet and bring to the next meeting.

Item #8: Adjourn

Rena Vecchio made a motion to adjourn the meeting. Paula Murphy seconded the motion. All were in favor and meeting was adjourned at 6:45pm.