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right. I'm going to call to order the planning board meeting uh October 28th at 5:49 p.m. >> And I don't think we have minutes to approve from the last meeting.
>> Um the board does have minutes um in front of them. They are from October 20th. Um but maybe you can put that towards the end of the agenda. So the first the the the other item on
the agenda um and employment of now is the um site plan approval for 14 West State Street. Um so that is your um agenda main agenda item for this meeting agenda
>> and you can take the minutes after the item. >> Excuse me. >> You can take the minutes after the item. >> After it. >> Yeah. Oh good. >> Yeah. Cuz I can see. >> All right. >> Yeah. >> So the new item is a site plan site plan review for 14 West State Street
Municipal Office Building. >> Yeah. And I can just reread the um item that's on the agenda. It says site plan approval for the proposed project to renovate the former West Street School providing a central location for municipal activities under section 6.3
site plan approval of the Grand Zoning bylaws and applicable of section 4.4 for mixed use development overlay district at 14 West Street and known as assessor's map 3 E5 and 3E6 in the town
of Grandby EDM Studios the applicant town of Grandby and the owner. >> Yeah. So I know we gave everyone another week to provide comments and we got some comments back that there were no additional comments which I thought was good to see. Um, and I know the fire
chief met with you guys and he was good with everything as well. Um, so I didn't have any additional conditions. I don't know if you guys did. >> Uh, after reviewing them, the proposed all the questions were answered I
thought really well from EDM and uh the I think the only question I had was was it was brought up where they keep the town equipment now in that parking lot. Maybe it was mentioned about screening.
That was my only concern of the project. >> Mention what? Sorry. >> Equipment in the parking lot. >> The equipment in the parking lot. I believe there was language about screening. >> Say screening.
>> Yes. Yep. Yep. Sorry. Well, we talked to our meetings today and two of the comics boxes definitely have to be moved. We're still trying to figure out if the temporary garage has to be moved. Um,
we'll probably know by tomorrow if it has to be moved. If it has to be moved, we have to find out how far where it goes so it doesn't should be anything else. >> Why would it have to be moved? Is that for means of construction? >> Yeah. >> Okay. I didn't know if it was in violation of anything
>> related to installation of the above ground. >> I gota Okay. >> Yeah. And it's just a temporary structure as it is, right? >> Yeah. Looked like one of those equipment for >> hoop houses or something.
>> It houses the equipment for the maintenance department. Oh, cool. >> That was it like for the project that maybe screening is required since it was a parking lot at one time. Now it's kind of utilities. I think it'd be nice for the the neighbors to try to
>> Right. Well, they still have those containers there. Are they still there? Those two blue >> Yeah, those two containers are the >> Yeah. Okay. >> I guess they're going to move the large house and I think the town vehicles are there. >> I don't know what screen means. fencing
or something. >> Fencing or shrubs just to just to kind of >> just to make it visibly a little better because it No, it was a parking lot. Now it's kind of a it's a uh
highway department accessory, I guess. >> And it's going to stay like that. They're going to keep >> I think I think they're going to continue to use it. >> They put wood out there. >> I don't think they have anywhere else to put it on the displaying machine. Yeah, >> there's no other place in town that can house that.
>> I got you. >> So, is that a is that a request that gets moved? >> Yeah, that Oh, no. Not a request. Just a request that there is screen. That's it. >> That'd be my only concern. Everything else look good.
>> And there's no parking concerns or anything. There's plenty of parking. Yeah. Yeah. Yeah. There was plenty of parking though. They went over the lighting and the waste removal. >> Yeah. I mean the structure itself is existing. >> Yeah. >> So that's the main portion of the
project. >> Yeah. >> Is the screening you're looking for from the others or from the street or where would you want that? >> I'm not really looking for anything. I think it's just a good courtesy when that was utilized as a parking lot. Now
it's more of equipment and uh I believe the language in there said there was sufficient room for screening. So I'd like to see screening utilized harbor biting or something. >> There wasn't like a specific part of the
plane you were looking at. Just screening and pulling up. Now >> where the weapon is is all on the east side. >> Okay. Yeah. >> I think it would be a nice courtesy for the neighbors.
>> I mean, it's been there though for the last 3 years. >> Yeah. Yeah. >> So, you want to make it part of the project? >> Uh, I mean, I think it would be nice. Yeah. I mean, if it if it's overruled or something by the board or whatever, it's
that's fine. Yeah. just >> I mean to go from a a school parking lot with cars to conx boxes, hoop houses, and equipment. I think it would be a nice common courtesy to do for the neighbors.
Even if it's just, you know, blocking the view, planting trees and arborites. >> Yeah. >> Yeah. So you're talking like this area here. >> Yeah. Not the right side. >> On the east side.
>> Yes, the east side. So all the equipment is right here. There are neighbors. There's a like a duplex right here and there's somebody across >> it's a table. >> Is that who that is? Yeah. Yeah. >> It says you for the school. >> Yeah.
>> Maybe it's not a concern by anybody. I just think it be >> question would be exactly how like where do we start and stuff? Do you have the tree line here? >> Yeah. Y and then like the thought was if anything are you just trying to put
>> some additional >> Yes. Yeah, that's there maybe here if there isn't. I can't remember. >> I don't think Are you going to fix the stone wall that's sort of like is that something or is that >> f our focus is primarily on the west side.
>> Okay. for this project >> like if anything in terms of what we are doing in terms of additional that's related directly to the renovation work that's being done is these tanks here so I could see if anything the focus of our
screening would be there. >> I gotcha. >> Yeah. So >> above ground tank. >> Yes. >> Yeah. Yeah. I just uh I don't think there's any neighbors over there. That's all. And >> no, just the back of the houses from Common Street. Yes. >> Yeah. So, more if anything, look at what
the tree line is here. You can have a tree cover here. This is probably good. And then add some additional at the drive. >> Yeah. Access. >> Yeah, that'd be I mean, I' i've got I've heard other people in town saying, you know, it looks like a junkyard now. >> Mhm. >> Because of the uh the equipment or
whatever. >> Where's the equipment right now in relation to >> So, the the hoop structure is right here essentially. >> Okay. The con boxes are here. They're going to move >> for the tanks. Yeah. >> Yeah. And this is all parking lot with town vehicles like uh highway trucks and
dump trucks. >> Yeah. >> Okay. So, yeah, exactly here where you highlighted, right? Screening there. >> That's where where we enter from >> West Street. So, just essentially try to clean up. >> That's all. Yep. >> Okay.
Okay. So, should we make a motion or we still have more I think that >> I'm good with with that. I don't have any other feedback. If I may, board before you make your motion, you could identify your findings
so that can be written into the decision. That was what I shared with the board um with the application. So, you know, uh Chris has it pulled up, but it basically is the criteria for how you would approve a site plan. You know,
stating um it stating, >> yeah, that it's uh that the development shall be integrated into the existing terrain and surrounding landscape.
Obviously, it's a reuse of a building. um architectural style should be compatible with the historic correct character. A lot of these I think is your your statements that it's reuse. It's an existing >> um structure, right? Um whether or not
you're adding conditions to this approval, presumably those conditions are going to meet the the the um the nature of meeting your criteria uh that you've put into bylaw. So if anything,
you know, if the board wants to make a couple of statements to say that it meets these criteria before you act on the permit, that would be uh preferable. >> Yeah. So I mean I think it's definitely
integrated into the existing terrain and surrounding landscape because it is an existing building. We're not changing the structure. We're not changing the appearance of the structure. I think that covers a majority of it. And then as far as utilities go, are
utilities changing at all? >> Yes. >> Okay. >> So, we are multiple service. >> Okay. And is that currently underground or overhead? >> Underground
>> once it comes down the street >> then it's staying underground. >> Yeah. >> Okay. So we've made that then so underground we're feasible. >> Yeah. And I think to your point Nate about the screening, so exposed storage areas, machinery service areas, truck
loading areas, utility buildings and structures and other unsightly uses shall be set back of of screening to protect neighbors. So the screening that you had outlined, I think would meet that. >> I think it would be a good common
courtesy. >> Yeah. Well, >> but again, that's presuming that stuff's going to stay. Presuming that the that's the equipment is going to still be parked in that east area, but I know the conxes have to move for the tanks, so those aren't really going
to be consideration. And then the temporary structures, same thing. So, I would say it's kind of to be determined anyway where that equipment is going to land at this point, but a majority of the project focus is on the west side of the property anyway.
>> I think EDM did a good job. All of our concerns, the traffic, noise, vibration, emissions, uh, lighting, lighting will meet the specifications of the town standards, exterior storage. Um, that's where the
screening was brought up. >> Yep. >> Waste disposal continue their current waste disposal. So, no change there. Loading and unloading. Typical Alpha Sour stuff. >> Yep. >> Walkways are going to maintain the same.
They're just going to refresh what's existing there. >> Doesn't look like the parking is changing much. >> Yeah. Really what most of the parking changes are related to accessibility. So just recreating re reworking where
the Indian is and then updating sidewalks. >> Yeah. Signs are for another day. Sounds like landscape requirements. Anything's better than what's there.
>> Parents and architectural. >> Yeah. access appears to be adequate. >> Yeah, it's all maintaining the same. >> So, I've noted those for your decision. Um, which we'll incorporate that into the decision. Um, you know, your next
step is to provide a motion. Um, I know that you've been talking about possibly additional um um approval with a condition. Um, so I don't know if you want to finesse that language. Uh, you
said screening. >> Is was there a more descriptive? >> I think kind of what you were outlining was screening on the east entrance. >> Yeah. >> I think to be more specific, yeah, the
from West Street, the east entrance there. >> Okay. Not necessarily where the tanks are, >> but like you said, it's all pending whether the town keeps their equipment there anymore. I I don't know. >> So maybe the way that that can be worded
is screening on each entrance from West Street if um equipment if town equipment is going to be parked there. >> That sounds good. Yeah. Okay. So that's so it's um the condition
reads screening on east entrance from west street if towel equipment is going to be parked there. So that's a a condition. >> All right. >> Yeah. I'm good with that. We can make an
options. >> What is the language I'm looking for? It says make a motion to approve the project with special conditions. >> Yeah. So, the motion um the project of
14 West Street with the condition of screening on east entrance from West Street if the town equipment is going to be parked there. what Ken said. Yeah. >> Yeah. I'll second it. >> Okay.
>> Then it's the the request is for all in favor. >> All in favor? >> I >> I >> Great. Okay. So, as the board knows, we'll draft this um decision and um among the
three of you, we'll provide this for your signature and we'll file this through. >> Yeah, thank you. >> Sorry, we're all new to running this without Jim. >> What? >> We're all new to running this without
Jim. determining is the hard part. >> We'll get the swing of it. >> Yeah, >> did fine. >> Okay. So, does that take care of it for 14 question? >> I think so. >> Yes.
>> And so, the other item um on your agenda is the planning board rules and regulations, which I did share with the board um last week. >> Very nice. Um, and so this is sections one through five. But before I do that,
I wanted to introduce my colleague Aiden Heming McMahon. Um, he's a senior planner at the Pioneer Valley Planning Commission. He's going to be uh complimentary to me here at in Grand was recently promoted to the director of the department. So,
>> wow. Congratulations. >> Thank you. My time is is moving elsewhere. Um however we both have um both my colleague Aiden and my colleague Kyle are supporting um the projects that
I currently am working on. Um and this is one of them. So um you know Aiden is doing this work also in Blandford. So, just as aware of, you know, what planning boards do and I look forward to um >> Will you still be with us, Kevin, or
will will it be Aiden or will will you? >> Well, I it'll probably be a mixture of us two. Um I think for your next meeting, it will likely be both of us just because you have permits, you have applications. >> So, then you can see >> so maybe when it's development
applications, it'll be like I'll pop in uh when you have public hearings, etc. But otherwise, Aiden is more than takes a lot of the work that >> even though it's brand but um yes so and the other thing was
Aiden worked on this. So Aiden um worked on the the rules and rags um so it's been an ongoing project you know and bringing forward as we've been talking about it um is the first five sections there are 10 sections altogether
um and six through 10 are typically your um application requirements so what's required in occupation etc. Um so that's that'll be forthcoming but thought that
we would give you the first set or the first um five sections to talk about you know if there's items missing from this um in addition to what your how meetings are scheduled what happens at meetings
because I know that you know you mentioned how you look to Jim all of you can run a meeting if Jim's not here or Jim god forbid decide to leave the board then the board the board will need to continue right. So um this hopefully
will be some guidance as to how to continue your meetings or how to have your meetings and then we do talk briefly about fees. Um and that's the last section but I wonder if in this first you know in this first review of
this um if there's anything that you're seeing is missing or you would like addressed in this. What I'll say is these are rules and regulations. So they do not require a public they do not they require a public hearing by the planning
board. It does not require to go to town meeting. These are the planning board's rules and rights. Um and they are based on your zoning bylaw um which do require you to go to town meeting if you want to change those. But this does not. So, this is spelling out a lot of the
processes that the board usually relies on. Um, and also spells out what your bylaw says you have to promulgate as far as rules and regs. Um so you know I
think the benefit of having these are allowing um your applicants to go to this allowing the board to have a resource um in addition to um the town and knowing what the funding. So to back up a little bit with the uh
the application that where it meets all the requirements that's usually happen administratively either through the town or through our consultant reviewing them before they it comes to us >> and then then from the technical aspect you know then that then the board so
once it hits this once it hits the table it's an assumption that >> they've paid the fees it's you know all the paperwork's there the the uh >> correct the amount of copies, etc., etc.
>> Do you do a like red line version as you're making these edits for like a comparison to how the language used to read >> this? There was no >> there was nothing >> for branding. So, this is a first >> from scratch.
>> Yeah. Um, it is kind of based on other communities, but obviously, you know, we took it based on my knowledge of the board. um you know and what boards typically do. >> Yeah, it's it's a strong guideline. There's some things that we can't wave
wave wave off too much, but most of it's just it's a guideline and process. >> Yeah. And make sure that we're >> No. Was was this asked for by like the select board or something? Is just something that >> No, I think it was Yeah, it was something that I brought up to the board probably years ago when I said the board
needs rules and regs. So, we'll work on that. We'll put it into the work plan. can micromanage you. >> Well, I'm also, you know, I think one of the things that I've heard and you know, Nate made it apparent it is with Jim
Heather knows the process, right? So, if Jim is absent, the board needs to know how >> you should be able to find. >> Sure. Sure. And that's that's why we're here. But uh it's good to have it in front of us so that it can something
fall back down. >> When you develop these, how how do you know where you're not overreaching too far? >> That I mean that's a good question. I don't know if you >> No, I mean I mean maybe I guess I would say
this is very much a draft, right? So we're presenting this to you to to hear from you if it seems like we're overreaching. These are, you know, suggested. >> Is this based on Blandford or other talent? This is based on a on a few different towns. >> Yeah. Um
>> some of it's dictated by state. >> Right. Right. Of course. Yeah. >> By state um that's true. >> So a lot of this too is you know things like forum and voting those are dictated by chapter 48. Right. Um >> gotcha. Okay.
>> I think some of the things that might we might consider overreach is like does the board need subcommittees? we spell out a subcommittee meeting. If the board were to ever say, for instance, the town is going through this zoning bylaw update project. I don't know if there's
anyone on the planning board on that committee. That would probably be something. Or a couple of planning board members were to, you know, separate from the board to do something specific, that would be a subcommittee. Um, but a lot
of this I think is also intuitive to like what you do and like if you're absent, what does that mean? >> Y >> um it talks about how your officers are elected. Um, you know, this calls into the five positions you have on the
board. Chair, vice chair, secretary. Oops, I missed treasurer from treasure to >> Oh, I have a really good question. So, will Aiden still be the secretary most part? Yeah, I mean PVPC will prepare the the >> okay >> minutes and you know obviously we can
continue doing this. >> Um if you want to review them before they go to the board we can also do that. >> No I just want >> I mean yeah but we will continue to prepare them. >> Well thank you for doing it. I think it'll be really helpful for all of us. >> Yeah >> sure it's good to stay
>> and a lot of the boards in town do have this. I'm on another board. We do have something >> Yeah. Yeah, I mean I I think you know in general the at least this first these four first four sections are kind of based on best practices of um
and and and and mass general. So >> I gota >> we'll add treasurer. Is there a certain date you'd like this to be official? >> No, I think if the board is satisfied, you obviously need to see the second
half. So, there's sections 6 through 10. So, maybe at the next meeting, uh maybe not because the next meeting is hearings. Um or maybe we'll see. Um we'll put it we'll have it ready for you to review. Um but presumably then you
would just schedule a public hearing accordingly >> for this >> that needs a public preach. >> This needs a public hearing for the planning board. Yes. >> This here. >> Yes. >> I had a question. So this how is this in
conflict with like what um Jim's already doing like where they're the the other board are reviewing? >> Yeah. No, this wouldn't this wouldn't be in conflict unless there are things in the zoning project that you are going to
be establishing rules and rags which then would land and clear. But right now it doesn't because it's based on your current bylaw. So, first of all, this is all administrative.
Administrative um even changes don't need public hearing or approval. The the only thing I can see on here that might require that would be the fees.
Why why a public hearing for this? >> That's what I was told by council of another community. So, I mean, we can confirm that. I think if the board, this is a guideline that should be using. >> Sure. And it and it doesn't waver from what we've already been doing.
>> I think it just it just formalizes it. I don't >> This is I don't >> Yeah, we'll check. >> I don't have a problem doing that, but I don't I don't I also don't like making more work for ourselves either. >> Makes sense. >> Um, >> so it it's funny. We were talking about
fees, but as I was reviewing it, I was like, actually, you could charge a lot for fees. Um, cuz compared to other communities, it was the other communities that I was thinking of that didn't charge a lot. So, I think yours are actually probably in line. Um,
usually the one I look at first is ANR. I think ANR is appropriate. I've seen 150. um you know and I think you need to figure out like what is the cost of administering the various processes for that
>> that's the caveat there. So we we've we did these not too long ago, not with this board, but with the previous board and review them, but we we left oursel an out so that if the fees don't cover the peer review will complicate it all
gets charged back to the >> That's correct. >> So we've got that that out so it's not a flat, you know, $1,000 fee and if it goes over then the tenant has to absorb it, >> right? And so so what I'll say to that too, I think one of the processes that
we'll probably need to establish is workings with you more closely, Bruce, with regards to the treasurer um confirming bills. Um I know that um I haven't been doing it and um
the admin I think was yeah I'm unclear as to whether or not fees were being charged on top of the um public notices. Mhm. >> So, we'll just capture make sure to
especially with this next one, the school you wouldn't need to um because that's a town project, but everything else. >> Yeah, top town projects would typically wave any. >> So, we would want that language in this section. We could spell we could spell
out language that says what what um how fees would be assessed and how invoicing happens to the to the applicant either before or after a project. So, so this board, and I'm guilty of it as well, you
know, the board is on the way. That's been one of the things we've been very weak on is is um collecting the proper fees and permits for um for projects, especially
subdivisions, anything large. So what what we have done in the past is we we take a retainer, >> right? We can take a chunk of money, not you know something that the the board would not but other than the the normal
stuff we can take a um a fee up front and then release funds from that as the project moves forward. What um how did you make those determinations
as to like how much you would be collecting? Was it maybe for I could see that for sublimations, >> but maybe >> that's what I'm referring to. >> So you're talking like a 10% retainer on the projected peer review costs?
>> No, we would take we would there's been a couple different ways. We've we've either done that or we've made all the costs borne by the applicant and they pay it with our >> um >> so they would pay the peer review directly and we wouldn't be a middleman. Okay.
>> So there and case by case the board can decide it's you know we get the we also get the town treasurer involved because they manage the funds. Yeah. Should be interesting.
>> It has to be an interest bearing account and they they do dispersements >> based on what we send them. So the contractor will send them vot. So it can get kind of sticky. So
the cleaner we get we can make it like a peer review. They we typically the applicant chooses the peer the the the peer reviewer based on a list or someone that they want to bring in that meets that the board votes to that says
they're qualified to do the period and then they report to the board on their findings and and then um the board is good votes to approve it or there's minimal adjustments or whatever
whatever the replacement then the the invoice can go directly to the applicant if we choose to do it >> and we wouldn't need to do a retainer that way then correct because it would be going direct to the peer review work
but from the applicant which I think would definitely be much easier for the town because then we wouldn't have to one float the money and two properly put that in an interest bearing Yeah,
>> it it alleviates some of the red tape in the process of >> Yeah. So I would say that would probably be good language to also include in here then in this section five. >> Sure. >> So I mean one of So one of the
conversations regarding peer review is whether or not the planning board wants control over the process of how a peer reviewer is chosen. Right? because obviously you know someone can come in and if the planning board has a list of
peer reviewers that they've used in the past and just say choose one of these there could be you know maybe some question as to like here or you go through a process where what we've done in other communities is
um serving in in a sim similar capacity sending out the application to three firms that you know that they're familiar with and then from there choose either the cheapest one or ones that are qualified that the board will choose. Um
and then work with the applicant to say this is the cost and the board, you know, wants to work with this third party review. So we've done that before. We have we do have a list. I don't know how current it is, if some of these firms are still
doing this work or if they even still exist, but um we can provide them with with with a current list, >> but we've also approved well, I know so and so that we've worked
with before and and I'm okay with that because these are these are professional professionals that have to stand it and they're they're not and every time they come back with some I think it's they got to find something from from from a a
colleague that they think needs to be adjusted or the calcs could be a little different or whatever but >> yeah as long as they you know the firm meets is was qualified to do the work >> I think it's challenging to keep an
updated ongoing list >> yeah I mean The thing is, so case in point, I think the board based on a forthcoming application for a definitive subdivision, whether or not the board wants to entertain another peer review
of that, which already has been peer reviewed. But it's those types of projects where you can control the process by saying okay we have this application PVPC consultant or planning board consultant can you get us a third party
review we have a process that we use everywhere which is identifying firms asking them if they don't have a popup of interest if they'd be willing to submit uh a scope of work and then
basically what happens happens is of the three, one is going to be the one that's chosen. the board will sign off. the chair usually signs off on the uh actual third party review. Um, but it's a pretty seamless process by, you know, if
you're not relying on a a list or asking the applicant to choose from a list, it's it's a matter of I mean, it is it, you know, it's at the board's choosing, but um, yeah, I'll just say that other boards, every board needs to
>> and and the the other thing, especially on a subdivision, we're also going to be using that third party to do inspections, make sure that it's being installed. >> Yeah. For control construction. >> Correct. To make sure it's being installed the way it was designed and
that that it meets the the combos, you know, for compaction materials, all of that. So now when you let's say we did call
for a peer review and you have three companies that you're going to send it to. When we call for that peer review in the meeting, would you know what companies in real time right away who you'd be sending it to? I think if the
board already showed interest in going to a third party review, I probably would have already had a conversation to identify the firm or go through a process for the board to choose from. >> Okay. >> Um and we you know they would we would
probably provide a recommendation. this was the least amount. You know, this this particular entity has X, Y, and Z as credentials, then you would presumably choose that person. Um, but we obviously try to make it as efficient
as possible knowing that if the board really wants to have a third party review, we probably would already anticipate it instead of prolonging the process saying, you know, we have this application in and I kind of know typically what
which projects raising this size. Um, and I think too if the your highway superintendent is saying, "Yeah, this probably deserves a third party review because he is a public, you know, an engineer. He has a
PE. Um, >> he's going to own it afterwards." >> Exactly. So, does he want that or does he want a third party review to review it for the board? Um but yeah, >> most of that unless there's some tricky drip uh storm water or there's some
bridges or something like that tricky stuff. >> Some of those don't require a a third party. They do require a third party to make sure that the inspection the construction control is being conducted. >> That was your Dollar General Dollar.
>> That's a that's a good example because there were some things that weren't done. That one didn't require construction control, but until >> but the what's that? >> Until until it was failing until the storm >> then it was there was an issue with something that they they I forgot the
detail. Something didn't get it was a simple fix. >> Yeah. >> But um it was picked up and they had to come back. >> Matter of fact, uh we Yeah, we I I sh who who used the right it was a condition that we use the right
to to pull their occupancy permit if they didn't correct it >> within. >> So we on projects like that we can always have that in there. >> So so you know you have leverage to make sure project's done and it's failing.
>> You still have to fix it. Yeah. >> You still have to make it work. Even if the even if the peer review came through and in this case I think it did and they all agreed that this is the right way to engineer it >> and it still was wrong. They still have to come back and make it right
>> to have some sort of a process and to hold them accountable. >> That be an inspector that would hold them accountable. No. >> Um yes. We don't do it directly, but when we
when we put conditions on a on a a plan, whether it's whether it's a special permit or not, it's up to the code enforcement to enforce the conditions.
>> Yeah. And so the peer review is really functioning also as an independent engineer, third party engineer throughout the process, throughout the project >> until completion, not a subcomp. So
>> yeah, >> it's checks and balances. It's it's common. It's not like >> thing I don't like to do is reinvent the wheel. >> Yeah, we still have say, but no enforcement, I guess. enforcements >> and the occupancy permit should not be
issued until we we've had this problem before where wasn't an occupancy but it was a a solar projects off of East Street that the screening was installed >> correctly or to you know the the
specification of the the the the screening that was supposed to be used and there was lack lack of um inspections on the code enforcement and
they were given the the option to or were allowed to go ahead and open up and operate start operating. We have no leverage after that. Yeah. >> To make them come back and do what >> what the conditions were. So >> it's important that the the code
enforcement pays attention to the you know conditions or >> right >> of the subject or site. >> Yeah. >> So we'll add that language um with regards to peer review in this section.
Um, >> and technically on a big project, they should come back to us stating that all those conditions are met to the best of his ability to inspect them. >> So like an affidavit basically >> and then the planning board the planning
board should be able to sign off on it as well. We haven't done that but it should be a check and balance. >> I mean I think what >> if it's actually a problem that's a good idea. What towns do before that occupancy permit is usually pass around town hall and other department heads
that they got to sign off um you know and the planning board would sign off assuming that or you know Jim presumably if he was given something and he's like I know that they didn't do this correctly say I'm not signing off on this and then say to the code
enforcement or the building inspector who's issuing the occupancy permit um yeah you need to This this is not according to the plans that >> that should be part of the second phase of this that we're not we're not the technicians. We're not the engineers or the architects.
>> We're relying on either third party or the town building inspector, code enforcement officer >> tell us that yes, they met the criteria that would and the conditions that were set forth.
The problem in the past is we change building inspectors and code enforcement officers um >> every day. >> Yeah. So, one picks up, the other one lets off, and then he comes into by the time they finally get somebody, he's trying
to dig himself out of the the mess that was left behind and goes and things fall through the falls through the cracks, but it shouldn't be especially on a subdivision or any type of special.
>> So, a construction complete document. >> Yeah. I mean, that that'll be helpful. I think well we can definitely establish this in the zoning process because I'm sure what will end up happening um as we have to meet with the zoning committee
that hasn't met yet um are these things where we talk about process as far as you know Jim brought up how do permits end up getting their certificate of occupancy knowing if the planning board knows that
it wasn't being done correctly or it's not built to the specs is your control there is typically and that's why I brought up the the example of a permit that says planning board needs someone having to sign off on it.
>> So so the the building inspector and code enforcement officer we have in place today is very familiar with this. >> Yeah, he's he he's got a lot of experience. So anything he could bring a lot of >> sure >> a lot of information to us about
process. >> Yes. >> How it was handled with that. >> Yes. So could there be other stipulations if it wasn't necessarily an occupied building like an occupancy permit? But >> if it was a you know a park or something
without an occupancy permit >> if the planning board had a purview over it presumably I mean that's the thing. So >> a monument something something. >> Yeah. If if if there was a requirement for them to come to the planning board to get something permitted. I mean you
as a planning board can also provide comments if it's for another board, right? So if you wanted to provide a comment letter to something that's going before the conservation commission, you could. Um but now
>> those solar panels on East Street are is a good example. >> Yes. Yep. >> There was if the planning board approved the the project and they were given the it's not a certificate of occupancy. It's a it's basically a certificate to operation.
>> You're signed off. You the electrical inspector signed off. Everybody signed off. You met, but they never followed through on the on the screen. >> So, they probably need that doc for insurance reasons or loan reasons. Maybe
that's a another way to withhold. >> You know, not all projects require, you know, that kind of but there are some that do, you know, and it's common practice for larger communities that see this stuff all the time. We don't.
>> So, it's not common for us to, >> you know, Dollar General is, you know, that was a, >> you know, was new to the to the to the board that was in place at the time. So that's the other thing that changes, you know, could be similar projects over the
last five years, but you have different people sitting here. >> Yeah. >> That's why this base, if nothing else, it allows us to be more consistent. >> Yes. >> Yeah. >> So, thank you.
>> Yeah. Thank you. So you'll get the next half um at your next meeting which I think the board based on our conversation is going to be scheduled for November 24th rather than November 10th. Um we are no
>> no I'm agreeing >> November so November 24th we will have 185 West Street on the docket for a site plan approval. um still I don't know if the subdivision is going to be able to
meet um then but because we need to get those materials before we schedule anything. So, if anything, that'll be in December. Um, >> that's a that's a >> so choice, but that's a tough week.
>> That's Thanksgiving week, right? >> It is this it is Thanksgiving week. Um >> I mean it's later in the week but some people travel or or so just >> do you unless somebody has issue with that >> like if you know you four can be here on
the 24th. >> Yeah I think so. >> Okay. >> I can I'm committing to it. >> Okay. So yeah we won't have a scheduled meeting on the 10th but we'll have one on the 24th. >> Okay. and it'll be with 185 West Stage
Street. We'll bring sections 6 through 10 and make those some of those edits um in this document. Then also I should have ready for you then the um actual zoning diagnostic report. I I briefly
talked about it through the PowerPoint. So I'll have that complete by your next meeting. I can go over that. So when we when we get through this and there's no correction, then it's it's uh and it doesn't need an hearing.
>> You just put on the agenda saying approve. >> Yeah. Then then this should be a our bible here that should be >> put in there in case we need it. >> Sure. Yeah. I think in addition to the zoning, it's like should have those right acceptable
needed. >> Okay. Thank you. >> You have minutes. >> Everybody was in attendance. >> What happened? >> So, we had a full board member. >> Uh, no. Nate was not here at the meeting
of the 20. Okay. Right. Okay. I'll entertain a motion to approve the Monday, October 20th, 2025 meeting minutes. We'll second the motion. Well, >> it's not a motion. I mean, someone make
the motion. What? I don't make the motions. >> I thought you did. >> You're making the motion. >> You need to make the motion. >> I made the motion. >> Yeah. >> Motion to approve the minutes from September 22nd, 2025. >> There was a second. I
>> There a second. >> Any further discussion? >> All in favor? I >> I >> motion carries. Minutes approved. Anything else? Does anybody else have anything else? >> Did you want to say anything?
>> No. Excited to work with you all going forward. >> Nice to meet you. >> Good to know you. >> Y. >> Okay. I'll entertain a motion to adjurnn. >> I'll make a motion to adjurnn. >> Second. >> Second. >> Any further discussion?
All in favor? >> I Thank you everybody.