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Planning Board Minutes 10/09/2012
I       Call to Order

Vice Chairman Phil Lowe called the meeting to order at 7:00 p.m.

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

Absent: Dick Perry, Paul White

Guests present: Craig Geaumont, David Giroux, Van Hertel

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

        There were no property abutters present at this Public Hearing.  There were no comments brought forth from the audience on this project.  

        The Public Hearing was closed at 7:03 p.m.     

III     Correspondence

The following correspondence/documentation was distributed to the Planning Board members in their meeting packets;

        DOCUMENTATION:

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

CORRESPONDENCE:

1.      Road Maintenance and Repair information submitted for review by Sebago Town Manager Jim Smith.   

A copy of this correspondence is attached to and does hereby become a part of the original set of these minutes.

The following correspondences were distributed to the Planning Board members at the meeting;
1.      A schedule of the Planning Board Meeting Dates for 2013.

2.      A detailed breakdown of the Escrow Funds for the Long Hill Subdivision (for agenda item VI.c.3 discussion).

IV      Open to Public Questions – None

V       Review of Minutes (September 11, 2012)  

Donna Cook made a motion to accept the September 11, 2012 meeting minutes as presented.  It was seconded by Tina Vanasse.  Motion carried with all in favor.

VI      Old Business

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

Van Hertel presented the revised Mylar for approval signatures with the following notes added as per the Board’s request.

13. Deed Restriction: No mobile homes shall be allowed.

14. Reference is made to an easement deed from Hertel Family LLC to the
 inhabitants of the Town of Sebago, dated October 9, 2012, and to be   
 recorded in the Cumberland County Registry of Deeds.

In regards to the “Fire Protection Easement” that is being granted to the town; this is also going to be recorded at the Registry of Deeds with the information included on the aforementioned subdivision plan being referenced.

Mr. Hertel submitted a check to the Town of Sebago in the amount of $1,000.00 for a future fire pond as required by the approval.

The Board signed off on the Pheasant Ridge Subdivision Plan as amended.  The Board agreed to allow Mr. Hertel to proceed with the recordings at the Registry of Deeds with the understanding that he would follow-up with the submittals being given to Maureen Scanlon for proper filing at the town office.          

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

The Board took this opportunity to use the “unofficial” Site Plan Review Approval Voting Matrix to review this project’s compliance with the necessary requirements.  It was felt that this was a good time to see if this matrix addresses the needs of the approval process, or if any changes are required.  It was noted that there were not any property abutters present to dispute this project from being undertaken, and that the main reason it is before this Board instead of just being approved by the Code Enforcement Officer is that it located in the Shoreland Zone.  After thorough review, the Board determined that this project meets the approval requirements.  

Tina Vanasse made a motion to approve this project as presented.  It was seconded by Jim Jansz.  Motion carried with all in favor.      

c.      Goal Setting Items

1.      Voting Matrix (finalizing process)

During the process of unofficially using this document in the approval of the Giroux property project, there was quite a bit of discussion on the specific approval requirements.  The Board then continued their discussion on fine tuning the layout of the document and how it will be utilized in the overall approval process.  It was noted that this will not be the only tool in determining the final approval of projects.       

2.      Generic Specifications for Hydrant/Fire Pond

There was some discussion on this subject in regards to the $1,000.00 fee that was received from Hertel Family LLC for the aforementioned Pheasant Ridge Subdivision project.  It was noted that this type of fee will assist the town in continuing to make progress in the overall quality of fire protection for the town.  There was also quite a bit of conversation on what is taken into consideration when addressing fire protection needs in general.

3.      Conversation on Lapsed Subdivisions

Maureen Scanlon stated that she has developed a breakdown of the funds that were put into escrow accounts for each of the “outstanding” subdivisions.  This breakdown includes fees that were paid from these funds for any professional services provided to the town to assure compliance with requirements specific to each project.  Phil Lowe explained to the Board Members what these fees may include and why they are utilized in order to make sure that the professionals agree that certain procedures are being done properly.  It is not expected of the Board Members to “know all the answers” and that is why the professionals are hired to make the proper determinations.  The Board agreed that it would make sense to look at the oldest “outstanding” subdivision first which would be the “Long Hill Subdivision – Fitch” account and proceed from there until all six “outstanding” items have been addressed.  However, it was decided to postpone this item because Paul White is the only one who was on the Board at the time of this approval and may know what the initial fees were for; since he is absent from this meeting it will be reviewed at next month’s meeting.    

Miscellaneous Item

Jim Jansz mentioned that he was recently doing a bit of research on the internet regarding Planning Boards and discovered that in the Maine Revised Statutes Title 30-A § 4408 (Recording upon approval) it reads as follows;

Upon approval of a subdivision plan, plat or document under section 4403, subsection 5, a municipality may not require less than 90 days for the subdivision plan, plat or document to be recorded in the registry of deeds.  

He distributed a copy of this information to the Board Members for their consideration before the planned workshop on November 27th and mentioned that although it states that a municipality may not require less than 90 days, it does not mention anything about being no more than a certain amount of days.  He noted that this seems to be an item that needs “fine tuning” in the current approval process.  He also submitted for review before the workshop, a copy of a section of the “Model Subdivision Regulations for Use by Maine Planning Boards” that he thought may be helpful.          
 
V       New Business

a.      Update Planning Board Ordinance Books

The Board took a few moments at the end of this meeting to update their Planning Board Ordinance Books with current information.  This is being done to assure that all members are working with the same information during their approval review process.  

VI      Adjournment

Tina Vanasse made a motion to adjourn at 8:25 p.m.  It was seconded by Donna Cook.  Motion carried with all in favor.

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