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Planning Board Minutes 09/11/2012
I       Call to Order

Chairman Paul White called the meeting to order at 7:00 p.m.

Present: Donna Cook, Jim Jansz, Phil Lowe, Joe McMahon, Dick Perry, Tina Vanasse, Paul White, Code Enforcement Officer Brandon Woolley, Recorder Maureen Scanlon.

Guests present: Van Hertel, David Giroux, Selectman Edythe Harnden.

II      Correspondence

There were no correspondences.  The following documentation was distributed to the Planning Board members in their meeting packets;


1.      Documentation for the David & Gayle Giroux Site Plan Review (Shoreland Zone).

III     Open to Public Questions – None

IV      Review of Minutes (August 14, 2012)  

Dick Perry asked that it be noted that his name was inadvertently left out as being in attendance at the August 14th meeting.  

Phil Lowe made a motion to accept the August 14, 2012 meeting minutes with the aforementioned correction.  It was seconded by Tina Vanasse.  Motion carried with all in favor except for Jim Jansz who abstained from the vote.

V       Old Business

a.      Subdivision Review – (Pheasant Ridge) Hertel Family LLC –                Map 10, Lot 16 A

Paul White stated that the two items that were outstanding from the last meeting are;

1.      An easement for an impoundment pond,
2.      The payment of a $1,000.00 fee for fire issues.

Paul stated that he also thinks that it would be a good idea to have a notation on the Mylar copy of the plans that there will be no mobile homes allowed; this would not include Modular homes.  It was agreed that this Board could approve this subdivision with the understanding that Mr. Hertel will come back next month with this change made to the Mylar copy for the Board to “sign off” on it.  Van Hertel reviewed the specifics of the formal easement that will be signed over to the town.  He also stated that the Hertel Family LLC agrees to pay the $1,000.00 fee for fire issues as requested.  

Phil Lowe made a motion to approve this three lot subdivision as presented on the plan with the three aforementioned conditions being met.  It was seconded by Donna Cook.  Motion carried with all in favor.  

Paul White stated that Mr. Hertel can bring the amended Mylar to the meeting next month to be signed by the Board members and reminded him to make sure the fee is also paid before they sign it.  

The Board members proceeded to sign the “Subdivision Review Decision” form for this project.  A copy of this completed form will be given to Mr. Hertel for his records and the original will be filed in the Planning Board file for this project.  

b.      Goal Setting Items

1.      Voting Matrix (finalizing process)

Paul White stated that this was used recently and seems to be moving along in the right direction.  It was suggested that this Board consider formally adopting this document, after it is finished being “fine tuned”, so that it can be completed and included in the Planning Board files for future projects that come before this Board.  There was some discussion on how this voting process would be addressed and the eventual overall vote to approve or deny a project.     

Donna Cook reviewed the “Site Plan Approval Check List” form that she developed and asked the Board members to review this information for further “fine tuning” at a future meeting.  She explained that she thought this might be helpful to a person coming in requesting a Site Plan Review to understand the steps that are taken to complete this process.  This is also a handy tool for maintaining consistency for all Site Plan Reviews.  
2.      Generic Specifications for Hydrant/Fire Pond

Paul White stated that until the town develops this ordinance, the State’s model ordinance would prevail on this matter.  He explained that basically, in the absence of an ordinance a person can’t just say, “I’ll do as I please”.   
Brandon explained that there is no State model ordinance.  The closest thing to any kind of regulatory authority is the ISO which is what is being used for the design criteria of fire ponds and determining easements.  Paul stated that it is completely appropriate for this Board to require designs to meet those specifications until the town develops their own ordinance.  Phil Lowe mentioned that there is an opportunity available to this Board that we don’t take advantage of as often as many of the other towns.  If this Board gets into a civil engineering issue, at the applicant’s expense, this Board can hire an engineering firm to come in and guide them through the process.  It should not be up to this Board to guess at what they don’t know.  Brandon explained that the recent Bald Pate View subdivision is an example of where the professional engineers certified the plan, at the applicant’s expense, as a condition of the approval.  There was quite a bit of discussion on this subject with everyone in agreement that an ordinance is needed and how they should go about developing one.  The Board requested that Brandon look into finding a template for them to refer to so they can start the process of developing this ordinance.  

Other Ordinances

There was also quite a bit of discussion on other ordinances that need to be either developed or “fine tuned” such as defining the difference between a “minor” and “major” subdivision.  It was suggested that a workshop be held every other month to start tackling some of the items that have been identified in the past as needing to be addressed.  Phil Lowe suggested that a “Driveway Entrance Typical Detail” also needs to be developed which could be added to the road design section of the existing ordinance.  There was further discussion on why this needs to be developed.  

A workshop was scheduled for Tuesday, November 27, 2012 at 7:00 p.m. to develop a list and prioritize the items that need to be addressed by this Board.               

3.      Conversation on Lapsed Subdivisions

Maureen Scanlon explained to the Board that there are several “outstanding” subdivisions that the town is still retaining funds in escrow accounts for that should be reviewed to determine whether or not these funds should be returned to the property owners at this time.  Because some of these funds where received before Maureen was employed by the town, she has found that some of these fees were not earmarked properly and asked the Board for assistance in determining the correct fees that should be retained by the town and how much of the funds should be returned to the property owner.  There was quite a bit of discussion on this subject with the Board agreeing to review as an ongoing process which subdivisions should be considered finalized.     

VI      New Business

a.      Site Plan Review (Shoreland Zone) – (David & Gayle Giroux) –            Map 36, Lot 16 (108 Barker Pond Rd.)

Mr. Giroux explained that he would like to do a 30% Expansion to his building which is located in the Shoreland Zone.  This building will remain a three season structure.  Mr. Giroux answered questions from the Board regarding his plans.  

A Site Walk was scheduled at this location for Sept. 15, 2012 at 8:00 am.

A Public Hearing will be held on this project at the next regularly scheduled Planning Board meeting on October 9, 2012.     

It was noted that the $35.00 application filing fee has been paid.
Miscellaneous Item

Maureen Scanlon stated that she and Donna Cook have been working together to make copies of the Planning Board Ordinance books that each member has for their reference materials.  She asked all members to bring these books with them to the next meeting so that the new copies can be incorporated into these books and everyone is working with the same reference materials.      
VII     Adjournment
Phil Lowe made a motion to adjourn at 8:37 p.m.  It was seconded by Tina Vanasse.  Motion carried with all in favor.

Respectfully Submitted,
Maureen F. Scanlon
Administrative Assistant/Deputy Clerk