Planning Board Minutes of June 4, 2014

                                    SULLIVAN PLANNING BOARD               
        Minutes of the Meeting of June 4, 2014

The meeting was called to order at 7:04 p.m. by Secretary Ann Sweet.  In addition to the secretary, members Stacy Glover, Dave Jakway, Laura Lewandowski, and Mark Smith were present.  Chairman Steve Hamilton and member Kevin Wheeler were absent.  Laura Merrifield represented the selectmen.  

Secretary Sweet asked for a motion to nominate a chairman pro tem in the absence of Chairman Hamilton.  A motion (Smith/Lewandowski) to make Dave Jakway chairman pro tem passed without dissent.

Mr. Jakway asked for a motion to approve the minutes of the last meeting.  A motion (Merrifield/Smith) to approve the minutes of April 4, 2014 as distributed passed without dissent.

Driveway escrow money
Mrs. Merrifield reminded the board of the long-standing accumulation of funds in a driveway escrow account for the paving of driveway aprons for driveways intersecting with paved roads.  The selectmen have created a procedure for the collecting and returning of escrow funds.  Currently, there are funds for 5 aprons in the fund.  Mrs. Merrifield asked that the planning board vote to approve the options outlined in the selectmen’s memo for dealing with these funds.  The options are:
•    If not installed and the lot has been developed, notify each owner of their obligation to install the apron within 30 days.  Otherwise the Town has no choice but to use the funds left in escrow to install an apron.
•    If not installed and lot has not been developed, notify the owner the driveway permit has expired.  Give owners an opportunity to apply for an extension within 30 days.  If no extension is applied for, then driveway permit expires and the owner would need a new driveway application.  Town would return funds.
The selectmen have requested that Chairman Hamilton write the five letters to the five property owners who have money in the escrow account.

A motion (Glover/Lewandowski) to approve the options for dealing with the outstanding escrow accounts as outlined above passed without dissent.

Driveways installed before the adoption of the policy (2006) requiring escrow deposits for creating a paved apron where the driveway intersects a paved road will not be affected.  There is one outstanding driveway permit and the funds in escrow for the paved apron, but that permit does not expire until August of 2014.

A question was raised about whether the escrow could be legally given to the current owner if deposited by a previous owner.

A question was raised about needing escrow money from Ed Csenge for the required paved aprons for his two “domestic” driveway cuts.  The planning board had approved the permits without raising the question of the need for paved aprons and the required escrow.  Mrs Merrifield suggested that Chairman Hamilton write a letter to Mr. Csenge stating the planning board’s regret at having neglected to state the requirement for a paved apron and an escrow to cover the costs of the two aprons and asking for the required escrow amount.  It was also pointed out that the commercial driveway should also have a paved apron, since trucks leaving the Csenge property have been bringing lots of mud onto Centre Street.  Surprise was expressed that the State DOT has not objected to this.

Review of draft Master Plan Chapters
Members had reviewed the draft chapters for the new energy chapter and for a vision statement.  No one had any suggested amendments to the drafts.  The planning board will review the Conservation and Preservation chapter draft at the July meeting.  That leaves the chapter on Traffic and Transportation plus the revisions for the Community Services and Public Buildings done by individuals engaged in each to be updated and reviewed.  There will also be maps to gather, a Capital Improvement Section to write, and conclusions to be drawn.  The expectation is that all will be ready for printing by December.

There being no further business, a motion (Lewandowski/Merrifield) to adjourn the meeting at 8:08 passed without dissent.

Respectfully submitted,

Ann Sweet, Secretary