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Planning Board Minutes 10/13/2015
I       Call to Order

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

Present: Jim Jansz, Phil Lowe, Joe McMahon, Paul White, Code Enforcement Officer Brandon Woolley, Recorder Maureen Scanlon.

Absent: Tina Vanasse

Guests present: George Sawyer from Sawyer Engineering, Scott Lavoie, Joanne Chessey, Glenn Gaudin, Tim Nolan, Roger Jones, Gwen & Roger Mercaldi, Sam & Jan Minervino, Michael Gotto, Jim Libby, Bruce Weymouth, Steven Hatch.  

II      Correspondence

        Maureen Scanlon stated that the only correspondence submitted was in regards to the first agenda item under the “New Business” section of the meeting.  Paul White confirmed receipt of Mr. Harrop’s e-mail correspondences and stated that this information would be considered at the appropriate time during the review process.   

III     Open to Public Questions

        Joanne Chessey stated that she is in the preliminary process of converting her house on Hancock Pond Road into a Bed and Breakfast.  She is currently working with the State and completing their application.  Her targeted timeline is to hopefully have a “soft opening” for this business at the end of 2016 and having everything all together by January 2017.  She asked the Board for input on how she should proceed in the Planning Board’s review and approval process.  Paul White suggested that she submit a Site Plan Review Application and follow-up with the Code Enforcement Officer.  Brandon Woolley stated that he suggested she seek input from the Board due to the fact that Sebago does not have any existing Bed and Breakfast entities and he was not sure what the Board will be looking for in addition to the basic things that he would be reviewing to assure compliance.  There was some discussion on what types of things the Board will be reviewing for this project.  Joanne and Brandon agreed to work together on the application before bringing it to the Board for consideration.     


IV      Review of Minutes (September 8, 2015)

Phil Lowe made a motion to approve the minutes from September 8, 2015. It was seconded by Jim Jansz.  Motion carried with three in favor and Joe McMahon abstaining from the vote.

V       Old Business    

  • Subdivision Plan Review – Rocky Road Acres Subdivision  
(Property owned by JBH Properties) (Applicant is Scott Lavoie)  
Map 3, Lot 21-E (25 Rocky Road)

George Sawyer stated that this was originally a five lot subdivision that has been cut back to 3 lots on a 16.8 acre parcel.  The new plan was submitted to the Planning Board members prior to tonight in their meeting information packets.  George proceeded to review the scope of this project in detail.  

During the review of the road profile for the length of the roadway, George stated that they are asking for a waiver of the town’s ordinance requirement of no more than an 8% road grade.  One section of the existing roadway has a 9% grade and another section has an 11.5% grade.  He pointed out that this is a currently existing road (with these grades already existing).  He gave examples of locations in Sebago where these grades in roadways currently exist in order to show that this is not an unusual condition in this hilly area.  

As required from the last meeting, a note has been added to the plan stating that the lot owners are required to become members of the Road Association.  Paul White mentioned that the plan is also supposed to include the fact that these are to be “stick built” homes (not manufactured homes).  George stated that this item will be added to the (Final) plan.  

There was discussion on the matter of setting up an escrow account for this project which will cover items such as a Peer Review.  Brandon mentioned that at the last meeting it was determined that there wasn’t a need for an Erosion or Stormwater study so they would not be added expenses to consider when setting the amount of funds needed for the escrow account.  

There was discussion regarding the rebuilding of the existing roadway and the associated drainage requirements.  Phil Lowe requested that the Board be provided with a weekly report on the erosion control and road construction.  George agreed to provide this documentation.  In regards to the request for the waiver of the roadway grade requirements, Brandon stated that this road doesn’t really deviate from the design of most of the roads in town.  In order to meet the ordinance’s requirement of no more than an 8% grade it would require considerable construction such as adding switchbacks which would be more invasive to the site location.  There really are no other feasible options.  Phil Lowe asked if Brandon feels as though this Board is within their authority to grant this waiver request.  Brandon responded that the Board would be within their authority to do so and that the design criteria is there for a reason but it is a guideline.  Sometimes more damage is done by requiring total conformance.  Phil stated that this would be considered practicality.  

There was more discussion on the subject of requiring Peer Review and the amount of funds required for an escrow account for this project.    

Phil Lowe made a motion to establish (the requirement of) Peer Review for this and all other subdivision projects going forward.  It was seconded by Jim Jansz.  Motion carried with three in favor and Paul White opposed.

It was determined that an Escrow Account will be required due to the requirement of a Peer Review.  Brandon Woolley stated that in the past, the amount of $500.00 for an escrow account has been sufficient to cover the cost of a Peer Review.  When the project has been completed to satisfaction any outstanding fund balance in the escrow account will be returned to the developer.  

There was discussion regarding what information the Planning Board is looking for from the Peer Review.  It was determined that the Board is looking for an independent engineer to review the road construction.  George Sawyer explained that this is different from a Peer Review which is when another engineer reviews the set of plans (documents) for accuracy.  Brandon mentioned that there is no engineering involved in the construction of this road since it is an existing road that is being brought up to the town’s design criteria.  Paul White mentioned that this is why he did not vote for the aforementioned motion; however, he does think that a second opinion on the waiver request regarding the grade of the road would be appropriate.  Brandon suggested that what the Board is looking for would be considered an “As Built” inspection.  The Board agreed that this is more in line with what they are looking for to assure that things are being done correctly during construction.  However, they also agreed that a Peer Review will still be required for this project as voted.                        

Phil Lowe made a motion that above and beyond the Peer Review that an “As Built” inspection be performed for this project.  It was seconded by Jim Jansz.  Motion carried with all in favor.  

Jim Jansz made a motion to establish an escrow account in the amount of $500.00 for a Peer Review (review of the documents) and for the requirement of an “As Built” inspection (of the work being done).  It was seconded by Phil Lowe.  Motion carried with all in favor.  (RECORDER’S NOTE: This account will be set up through the Town Office with Mr. Lavoie submitting a payment of $500.00 which will be held in a separate account for the Rocky Road Acres Subdivision.  Any payments for services rendered will be paid directly from this account.  At the completion of the project the outstanding balance of these funds will be reimbursed to Mr. Lavoie.)  

There was discussion about waiting for the Peer Review to be performed before voting on the request for a waiver on the grade of the road.      

George Sawyer asked for clarification on the number of Mylar copies of the plan that will be needed assuming the Peer Review comes back with a favorable report and the project is approved with the road grade waiver being granted.  He was advised that two copies will be needed for signing by the Board.  One will be kept with the town’s records and the second will be recorded at the Registry of Deeds.  

Phil Lowe made a motion to grant a conditional start (of this project) prior to granting a formal approval.  There was no second to this motion.  Motion died.

There was discussion on what this Board would consider allowing that would be within their authority and appropriate in order to help Mr. Lavoie get his project started before the ground freezes.  This would eliminate his having to hold off on getting started until the spring.  

Paul White made a motion to revisit the issue of Peer Review.  It was seconded by Phil Lowe.  Motion carried with all in favor.  

Phil Lowe made a motion to not require a Peer Review for this project.  It was seconded by Jim Jansz.  It was noted that this still leaves the requirement of an “As Built” inspection in place.  Motion carried with all in favor.

There was discussion regarding the issue of the request for a waiver on the road grades.  The fact that the two sections of road that would require a waiver due to the increase in grade are relatively short in length was taken into consideration.
Paul White made a motion to allow the grades shown on the (road) profile that are steeper than the code.  It was seconded by Phil Lowe.  Motion carried with all in favor.   

Phil Lowe made a motion for the Board to approve (the project) contingent upon approval of the Mylar, payment of the escrow (funds) and the requirement of “stick homes” shown on the Mylar.  It was seconded by Jim Jansz.  Motion carried with three in favor and Paul White opposed.    

George Sawyer stated that he will deliver two Mylars (copies of the project plans) to the Town Office for the Board Members to sign off on.  

  • CEO Updates
Nothing reported

  • Goal Setting Items
  • Voting Matrix (finalizing process)
No discussion

  • Review of Escrow Funds for “Outstanding” Subdivisions
No discussion
        
VI      New Business

  • Site Plan Review – Shoreland Zone – Properties owned by Long Beach LLC
Mike Gotto from Stoneybrook Consultants, Inc. explained the scope of this proposed project that encompasses some changes at the Long Beach Marina.  The plan is to consolidate their business activities, to improve traffic movement and to improve their parking facilities.  He pointed out that Mr. & Mrs. Minervino have an option to purchase additional properties adjacent to the Marina (Lots 89, 93 & 98) which would allow for the consolidation of the Marina operations on Lots 93, 99 and 100 (on Sebago Tax Map 19). Improvements would include removing the boat ramp (with DEP approval) which is currently located on Lot 102 to Lot 99 and a new parking area will be located on Lot 93.  The existing Marina building will remain as is on Lot 100.  

Currently, access to the existing boat ramp requires boat trailers to back up from Route 114 in order to launch a boat.  The relocated boat ramp will have a circular driveway that will allow vehicles to pull off the roadway when launching a boat.  Customer parking is currently provided on several lots along Route 114.  Movements in and out of these spaces also require backing vehicles into the space from Route 114 or out of the space onto Route 114.  

To eliminate these traffic movement conflicts, a new parking lot will be constructed on Lot 93.  This will be a gravel and grass parking area that could support parking for 35 vehicles.  The maximum number of vehicles the Marina has ever had onsite at one time is 25.  This number (of vehicles parking) occurs six or seven times during the summer season.  The boat ramp is used by area camp owners (or renters) who park their trailers at their properties; for launching rental boats; and is also used by existing mooring customers.  Occasionally, a mooring customer will park for a few hours on the day when they launch their boat for the season, but most often, after the launch has been used the trailer is moved to their own property.  Lot 93 currently has two buildings and a driveway with a total of 5,018 square feet of impervious area.  These buildings will be relocated or demolished.  The proposed grass parking lot with gravel travel ways will reduce the total impervious area on site to 4,346 square feet or 672 square feet less impervious area.  Stormwater control with this minor reduction of impervious area is not required under DEP Stormwater Management Rules.  

Lot 93 is also subject to septic system easement for the existing home located on Lot 98.  This system will remain and parking over the system can occur as long as there is 18” of cover material on top of the stone septic bed.  The existing well onsite will be abandoned.  

Two applications were filed with Maine DOT for the driveway entrance for this parking area and for the new driveway entrance proposed on Lot 99.  Mr. Gotto reported that he received both of the DOT permits today.  Copies of these permits were submitted to the Board and will also be filed in the Planning Board file for this project.  

The proposed improvements on Lot 99 will include a new driveway, boat ramp and temporary dock.  The existing building on this lot will remain and the space in the building will be used for storage of Marina equipment.  In addition to this submittal, an application for an additional temporary dock adjacent to the proposed boat ramp has been filed.  Lots 89 and 98 will remain in residential use under separate ownership from the three parcels being used by the Marina.

Brandon Woolley confirmed that he has reviewed the application and determined that it is complete.  Maureen Scanlon confirmed that the application fee has been received.

Phil Lowe made a motion to accept the application.  It was seconded by Jim Jansz.  Motion carried with all in favor.    

Paul White made a motion to require a Peer Review on this (Shoreland Zone) project.  It was seconded by Phil Lowe.  Motion carried with all in favor.

Paul White made a motion to require the establishment of a $500.00 Escrow Account.  It was seconded by Phil Lowe.  Motion carried with all in favor.  

Paul White made a motion to perform a Site Walk at this location.  It was seconded by Jim Jansz.  Motion carried with all in favor.  

A Site Walk will be held at this location on Saturday, October 31, 2015 at 8:00 am.  

Paul White made a motion to hold a Public Hearing for this project.  It was seconded by Phil Lowe.  Motion carried with all in favor.  

At Mr. Gotto’s request the Public Hearing will not be held until the December 8, 2015 Planning Board meeting.  (NOTE: This item will not be included on the November 10, 2015 meeting agenda.)        

  • Site Plan Review – Minor Development / New Garage – Property owned by Glen Gaudin
Glen Gaudin explained that he requesting approval to build a garage for building and restoring “high end” sports cars such as Alpha Romeos, Lotus and Ferrari’s.  It is a very low key business that he already operates.  Due to the fact that these are primarily long term projects there is very little traffic.  There will not be any signage on Route 114 because he does not advertise.  Since he has been restoring sports cars for the past forty years he is well known in the car building community and his customers are all referred to him by “word of mouth”.  This property is located close to the Sebago and Naples town line.  The building will be located on a smaller ten (10) acre lot that already exists within a larger eighty-two (82) acre lot which makes it quite isolated.  He already constructed the entrance to the smaller lot approximately 10 years ago.  It was noted that the closest houses to this location are approximately 800 to 1,000 feet away.  “Parts cars” will not be stored outside of the building.  The cars that are being restored are not being worked on due to collisions so there is no excessive noise associated with the work that will be performed.        

Paul White made a motion that a Peer Review will not be required for this project.  It was seconded by Phil Lowe.  Motion carried with all in favor.  (NOTE: Therefore no Escrow Account is needed.)

Brandon Woolley confirmed that he has reviewed the application and determined that it is complete at this time.  He noted that there is additional information that the Board will be reviewing at a later date such as Hazardous Materials disposal.  Maureen Scanlon confirmed that the application fee has been received.     

Paul White made a motion to accept the application.  It was seconded by Phil Lowe.  Motion carried with all in favor.  

Paul White made a motion to perform a Site Walk at this location.  It was seconded by Joe McMahon.  Motion carried with all in favor.  

A Site Walk will be held at this location on Saturday, October 31, 2015 at 9:00 am.  

Paul White made a motion to hold a Public Hearing for this project.  It was seconded by Joe McMahon.  Motion carried with all in favor.  
(NOTE: This Public Hearing will be advertised, but there are no abutters to be notified.)

The Public Hearing for this project will be held at the November 10, 2015 Planning Board meeting.  

There was some discussion on what items the Board will be reviewing at that meeting regarding this project.  

VII     Adjournment

Phil Lowe made a motion to adjourn at 8:40 p.m.  It was seconded by Paul White.  Motion carried with all in favor.

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