Planning Commission Minutes*
*These are unofficial Minutes subject to approval at the next regular board meeting.
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February 11, 2008
Present:
William Scranton; William Brooks; Larry Miller; Ann Tiplady; Robert
Soule; John West; Melissa Whitmore
Guests:
Jay White, Jim McGinnis, Tom Phillips
Chair
Bill Scranton opened the meeting at
1.
Review and approval of meeting minutes of
Bob Soule moved and Larry
Miller seconded approval of the minutes of
2.
Discussion – Masonic Hall use for auctions
Jay White said that the
local Masonic organization is currently running a deficit and needs the income
from the rental activities. Many community groups have used the hall over the
years including the Fire Auxiliary, Friends of the Library, Rescue Squad,
Church, Day Care and School. Many local people rent it for weddings and
anniversaries. The auctions have drawn 60 – 80 people, while dinners can draw
80 – 150. Items for the auctions are only loaded through the back door and
there is no customer parking in the rear. This is an historic building so they
are not allowing any permanent signage for the auctions. The auctioneer wants to
hold auctions every 4 – 6 weeks. The driveway was blocked a couple of times
during the December auction so a barricade was put up for the January auction.
The letter from Carl and Ann
Buffum, the neighbors to the north, expressed the concern that they did not want
the auction activity to lead to unrestricted permission to operate a commercial
business on the premises with no controls on truck/van loading and unloading,
hours of operation, deliveries, parking, etc.
Since the current
arrangement between the Masons and the Auctioneer is on a per use basis with no
set number or frequency of auctions to be held, the Zoning Administrator had
said there was no basis to issue a permit. Mr. White said they are currently
negotiating with the auctioneer to sign a contract that would provide for a more
regular schedule of auctions over the course of the year. Bill Brooks said that
with a regular schedule of dates set aside for the purpose of auctions, this
would qualify as a commercial business setting up operations in rented space and
would require a permit with site plan review by the Planning Commission. Mr.
White said he would get the permit if they get the contract.
Bill Scranton asked the
Zoning Administrator to check on the Zoning Listserv archives for any similar
situation that may have come up in other towns.
3. Old Business / New Business
Bill Scranton passed out
copies of a letter from Lisa Charbonneau addressing concerns that the minutes of
the Planning Commission are not being released on the Town website in a timely
manner. It was noted that minutes are supposed to be available five business
days after the meeting; agendas a minimum of 24 hours in advance; and posting on
the website is done as a courtesy by the Town. Bill Brooks said that he will get
them out faster in the future.
It was noted that since Bill
Brooks is a member of the Planning Commission and also the Zoning Administrator
who is responsible for producing the minutes, sometimes it must be difficult to
actively participate in discussions and still take good notes. Tom Phillips
mentioned that Lisa Marchinkoski types onto a laptop as the meeting progresses
at the Recreation Committee meetings so that minutes are almost available as
soon as the meeting ends. Maybe there is someone in town who could perform this
function for the board on a per diem basis. Bill Brooks said that there are
electronic recording devices which could produce an audio record of the meeting
which could be posted on the website within a day or two in MP3 format. This
might be used by all the Boards that meet at Town Hall.
4.
Adjournment
Bob
Soule moved to adjourn at
Next Meeting:
March 10th at
Respectfully submitted,
Secretary and Zoning Administrator