Planning Board
Wednesday, August 14, 2024
Meeting Minutes

The Planning Board held a regularly scheduled meeting at Town Hall on Wednesday, August 14, 2024. A portion of the meeting included a joint session with the Select Board.

Members present: Ryan Stone Co-Chair, Courtney Cox Co-Chair, Don Scott, Jon Miner, Pete Thayer, and Kathy Scott Select Board Representative. Absent: Lisa Anderson.
Attendees: Select Board members Andrew Maneval, Andrea Hodson and Kathy Scott; Transportation Committee members Mary Day Mordecai, Ned Hulbert, Kate Neary, Earl Horn, and Barbara Watkins; Russ Huntley; and Paul Clark.

Co-Chair Ryan Stone opened the meeting at 7:00 pm.

Agenda, Roles and Voting Members – All approved the agenda as submitted with a slight revision in the order and a new business item from Courtney Cox. Ryan Stone named the voting members: Courtney Cox, Jon Miner, Pete Thayer, Kathy Scott and Ryan Stone.

Minutes of previous meeting, 7/10 – Members voted in favor to approve the July 10 minutes.

Application Submission – Russell Huntley of Huntley Survey and Design, on behalf of property owner Jeff Trudelle, submitted an application for a Minor, Two-Lot Subdivision on Tolman Pond Road.  The PB acknowledged receipt and will contact the applicant within 7 days if any additional information is required.

At 7:30 pm, the Select Board convened a meeting with the Planning Board, to be chaired by the Planning Board.

Joint Meeting with Select Board – PB members addressed a decision made by the Select Board this past May, involving a request by the Transportation Committee. The PB expressed frustration with the Select Board’s decision-making process, specifically the SB’s lack of communication with the PB prior to the SB’s vote to grant the Transportation Committee’s request to shift primary reporting to the SB and away from the PB. The PB felt the vote was rushed, and should have involved consultation with the PB given the PB’s prior vote to deny the TC’s request, and given the respect due to appointees.  PB Co-Chair Courtney Cox asked the SB to rescind its decision and asked for the opportunity for the SB, PB and TC to meet conjointly to consider the matter.

Select Board and Transportation Committee members shared their perspectives on how the decision-making process transpired, emphasizing that the vote to grant the Transportation Committee’s request was in no way intended to ignore or disrespect the PB’s input or position but was based purely on the goal of streamlining the TC’s work, on maximizing volunteers’ time, and on the nature of the work the Transportation Committee has been undertaking, which involves less traditional planning functions and is more a matter of transportation safety and existing road improvements. The SB did not see the issue as controversial.

The PB noted the importance of setting a different course for the future, and the Select Board agreed, noting more communication is better than less. The Transportation Committee pointed out that their work has always involved dual reporting and both the TC and SB emphasized that reporting to the SB would not remove the PB from conversations about transportation issues, particularly issues related to planning.

Following additional discussion, Courtney Cox moved for the Planning Board to ask the Select Board to rescind its decision of May 23 on the matter to move the reporting of the Transportation Committee from the Planning Board to the Select Board, based on fact that it sets a dangerous precedent for future boards and committees. And further moves that the two boards and the Transportation Committee meet at a future date to resolve the matter. Kathy Scott seconded. All voted in favor.

The SB noted it has received the input that the motion conveys and will add this request to the SB agenda for consideration tomorrow evening.

At 8:35 pm, Mr. Maneval adjourned the SB portion of the meeting.

Housing Research Project – Ned Hulbert and Paul Clark shared feedback from OLD HOME DAYS and their informal discussions with residents. They hope in the next couple of weeks to initiate focus groups, consisting of a range of ages, to get feedback on their views of the housing situation; Mr. Hulbert and Mr. Clark also will post an interactive survey on the website, with the help of SWRPC, as well as additional information, hopefully by the end of the month.  They are happy to share the survey with the PB ahead of time.

As part of the Housing Research Project, Mr. Hulbert requested that the PB draft a document outlining the current relevant ordinances affecting housing and housing density, and summarizing them in a reader friendly format.  Mary Ann Noyer and Don Scott will work on this.

Committee updates – Deferred to the September meeting

Membership – Recruiting is ongoing.

Applications/Check Lists Review – Deferred to September.

New Business – Courtney Cox requested adding the topic of voting by zoom, and requested input from members.

Meeting Wrap-Up: The PB reviewed the evening’s meeting, noting it will convene a Special Planning Board Meeting for Wed 8/21 from 7-8pm at Town Hall to prepare for the joint meeting with the SB and TC the following night, Thurs 8/22 at 8:00 pm.

Board Administrative Follow Up: The Co-Chair and Secretary Thayer signed the Derosia & O’Neill Lot Line Adjustment Notice of Decision. Mr. Thayer will take the previously signed Mylar and Notice of Decision to the Registry for recording.

The meeting adjourned at 9:25 pm.