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Planning Board Minutes 12/11/2012
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, Tina Vanasse, Paul White, Code Enforcement Officer Brandon Woolley, Recorder Maureen Scanlon.

Guests present: Tom DuBois P.E. from Main Land Development Consultants, Inc. and Joshua Loiselle.

II      Correspondence

The following correspondences were distributed to the Planning Board members in their meeting packets;

1.      A copy of the Planning Board vacancy notification letter to the Board of Selectmen.

2.      A copy of the “Actions Needed” draft template form.

Copies of these correspondences are attached to and do hereby become a part of the original set of these minutes.

III     Open to Public Questions - None

IV      Review of Minutes (November 13, 2012)  

Phil Lowe made a motion to accept the November 13, 2012 meeting minutes as presented.  It was seconded by Donna Cook.  Motion carried with all in favor.

V       Old Business
a.      Goal Setting Items

1.      Voting Matrix (finalizing process)

No discussion at this time.

2.      Generic Specifications for Hydrant/Fire Pond

No discussion at this time.

3.      Review of Escrow Funds for “Outstanding” Subdivisions

Brandon Woolley stated that he started reviewing the subdivision escrow funds as requested by the Board.  The first one he has reviewed is the Long Hill Road – Fitch Subdivision.  He stated that he has determined that although there are still funds in this account, there may be things that this will be used for in the future.  For example, there is a fire pond that is ninety percent complete but it has never been finished, there is no dry hydrant.  Once it has been completed, some of these funds will be needed to pay DeLuca-Hoffman Associates for assuring that it was completed correctly.  The road has also never been finished and actually the subdivision has never been completed to date.  The Board agreed that it would make sense for the town to continue to retain these funds until the work has been completed.  There was some discussion regarding the fact that this has never been completed yet and it seems as though there is no time limit on how long this can be left unfinished.  Paul White stated that there is a requirement that at least ten percent of a project must be completed within a two year period.  After that there is no further time limit; however, there may be additional fees required for DeLuca-Hoffman’s services, etcetera, when the project is continued.           

Brandon will continue to review these “outstanding” subdivisions and report his findings back to this Board.
Miscellaneous Items

Pheasant Ridge Subdivision – Hertel Family LLC – Map 10, Lot 16A – Recorded Plan Update

Maureen Scanlon reported that she has spoken to Craig Geaumont who is going to submit a Mylar copy and an additional paper copy of the recorded plan (for Van Hertel and the Hertel Family LLC) as requested by the board.    

“Actions Needed” Follow-up Sheet Discussion

There was some discussion on this proposed documentation sheet.  The Board agreed that this new form will be helpful in making sure items are followed up on for specific projects and in general.  There was discussion on what needs to be included on this form for follow up items from tonight’s meeting.  

Wireless Communications Facilities (Towers) Ordinance Discussion

Josh Loiselle asked about the status of reviewing the Wireless Communications Facilities (Towers) ordinance that he asked about at a prior meeting.  Chairman Paul White mentioned that as stated at the prior meeting, this is on the list of things to do, but will not be done until a later date.  

VI      New Business

a.      Site Plan Review – Camp Micah (“The Micah Dome” project) – Map 17, Lots 12 & 13 (Located at the end of Moose Cove Lodge Road)

Maureen Scanlon reported that she received the $35.00 application fee for this project after the meeting information packet was sent out to the Board members.  Tom DuBois from Main Land Development Consultants, Inc. explained that he is representing Camp Micah.  He reviewed the details for the proposed “Micah Dome” project.  The “Micah Dome” is intended to be a recreational area for the kids to have protection from the elements during inclement weather.  It is a soft (fabric) sided and roofed dome that is a wide open structure on the inside.  It will be located on a concrete pad which is basically going to be constructed on ground that is already quite flat.  There will be no clearing of trees and will be located away from any neighbors.  There will be no plumbing in the facility.  Paul White asked if the CEO has reviewed the application for completeness with the understanding that the building design is to be submitted at the next meeting.  Brandon Woolley stated that he is satisfied with the completeness of the application.  He mentioned that the 12,000 square foot size of the structure constitutes a major development that requires a Site Plan Review.  It was noted that the Department of Environmental Protection is also reviewing this project due to the size of it.  

Phil Lowe made a motion to accept the application as complete.  It was seconded by Donna Cook.  Motion carried with all in favor.       

Paul White stated that this project will be subject to professional review by DeLuca-Hoffman Associates, Inc. on the town’s behalf.

A Site Walk will be held at this location on December 15th at 8:00 a. m.  

Paul White disclosed the fact that property abutter, Emma White, is his mother.      

V       Adjournment

Phil Lowe made a motion to adjourn the regular Planning Board meeting at 8:10 p.m. and move into an Ordinance Review Workshop.   It was seconded by Donna Cook.  Motion carried with all in favor.

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