Wales Planning Board

· Lori distributed the following items to the board: June 14 meeting minutes, agenda, Draft Revised Entrance Permit, Draft Revised Subdivision Application.

· The meeting was called to order. The minutes were read and approved as written.

· The election of officers was conducted. Board members motioned, seconded, and unanimously voted in Ed MacDonald as Chair of the board, Alice Dipaolo as Co-Chair of the board, and Lori Blier as Secretary of the board.

· The board queried the selectmen on whether or not they could speak with the new CEO, Steve Ochmanski, about meeting with us to go over some things like the building permit form and other changes he might feel needs to be changed for other forms and to just generally get on the same page. Paul indicated he would speak with him tomorrow night regarding a time to do that. He did not believe that Tuesday’s were good for Steve. He will see when we can get a meeting together. It was also asked if the board could be given copies of the building permits, so that we’d know what was going on. Paul indicated he got copies of them and could put them in our drawer so we could look them over when we met. He also indicated he would remind Steve to bring the forms he uses at Litchfield so we could look them over in our attempts to update the town’s current forms and applications.

· Lori indicated she had met with Horton and left him with a copy of the Draft Revised Entrance Permit and some possible standards/specifications for culvert and entrance installations. He had indicated he might attend this meeting, but apparently he won’t make it this time. Horton’s concern with the new format is getting copies made for the applicant. Lori indicated that perhaps we could have the Town Clerk make copies of the originals and send them out to the applicants. Paul indicated that Horton could make copies at the town office. Lori indicated that we could have the form on the web site and indicate that applicants needed to complete two forms or bring two copies of the form so that Horton could send them away with a copy as well. We’ll work on the process. The board seemed to like the new form design, but we won’t move to it without getting more input from Horton and a process in place. Lori will try to meet with Horton again and come up with a draft town culvert and/or entrance standards/specifications document for the next meeting. She will also try to get Horton to the meeting to go over the standards and revised entrance permit. There was some discussion over whether or not Randy’s building permit application would require an entrance permit. Technically, it is not a town road so does not fall under the Road Ordinance; however, Randy indicates that the CEO indicated it was a requirement. The language is specific in the road ordinance that an entrance permit is required if it provides access to a town road/way or a proposed town road/way. Note: Following the meeting, I reviewed the Land Use Ordinance and it also uses the same language, so the CEO is utilizing a very strong interpretation of the ordinance.

· Lori presented the draft revised subdivision application that was worked up based on the adopted updated ordinance. Everyone indicated that it looked like we got it all covered. Lori then brought up that if Ed wanted a checklist for the planning board on these, we need to add in things like the sending the applicant of a subdivision greater than 10 acres or 5 lots our recommendations for it’s design (applicant is required to submit standard as well as open-space design); and informing the applicant in writing of the required contour interval on preliminary (or final for minor) plan and do a site inspection – all within 30 days after pre-application. There are other items like these through the remaining sections on the application process. There was some discussion on the requirement of the board to send notification to all land owners regarding the proposed subdivision and how it has been handled in the past. In the past, we have had the developer send out the notifications and no one has ever said they wouldn’t do it or that it was our job. We will continue with that policy where possible. Lori asked if the board members were ready to sign off on the subdivision application revisions and make them final. All board members agreed we could finalize it. Lori will finalize the changes and remove draft from the document and replace the existing application with the updated application on the web site. She will also provide copies to be duplicated to have at the town office.

· Lori updated the board members on the progress of submitting the Floodplain Management Ordinance, Shoreland Zoning Ordinance, and Comp Plan Amendments to the appropriate state agencies for their final approval. She requires a copy of the shoreland zoning map to accompany the shoreland zoning ordinance and wanted to know if/where we had one. There is a 1998 version on the wall. If DEP cannot provide us with a more recent one or tell us where we can get it, Lori will come get that one and reduce it on a photocopier and submit that one. The Floodplain Management Program is at a stage where we can move out of the “emergency phase” and go into the normal phase and receive cheaper rates on the insurance. Lori will follow through on this and keep the board updated. Lori has submitted the final amendments to the comp plan to Frank Hample at the SPO as well as an electronic copy of the amended version of the full comprehensive plan. He also requests a clerk certified copy of the comp plan. Lori has left a copy for Melanie to certify and will forward it along as soon as Melanie gets back from vacation and has the opportunity to do it.

· Lori indicated she would likely not be at the next meeting as she will be flying back in from Alaska on that day. Lyndon will be acting secretary in her absence ☺ -- actually probably either Alice or Ed will do the honors. Paul indicated that he needed to be on our agenda for the next meeting for an amendment to the John Bade subdivision on 126 – he is deeding a piece of land back to Paul that is part of the original plan so will need to have an amendment filed. He will be added to the agenda.

· It was discussed that we needed to come in and do a planning board filing overhaul and organization session. Lori indicated it wouldn’t be good for her until after the beginning of August. Ed will get copies of the guidelines for file retention on the items that the board deals with. Paul indicated our files from the top drawer had been put in a box under the desk.

· The next meeting will be on August 9^th. The meeting was adjourned at 8:23.

Respectfully submitted,

Lori Blier, WPB Secretary

Related documents: Draft Entrance Permit, Draft Subdivision Application