I.       CALL TO ORDER:

Chairman Palmer called the meeting to order at 6:31 p.m.

II.    PUBLIC COMMENT:

None

III.  WORK SESSION:

a.      Discussion: Proposed Amendments to Exeter Code of Ordinances regarding Accessory Dwelling Units

Chair Chris Palmer introduced this item and explained that Lynn Hawkins, Exeter Town Clerk, on behalf of the Town Council, had suggested adding this topic to the Council meeting to review with members of the Planning Board.

Scott Millar stated that he asked to put this item on the agenda and explained the status of this ordinance prior to going to a public hearing. Group discussion ensued.

The Board agreed that Chair Chris Palmer should send a memo to the Town Clerk recommending that the Planning Board hold a joint work session with the Town Council Jim Marusak, Steve Sypole, and Peter Ruggiero.  They believe that any discrepancies can be cleared up at a joint meeting prior to going to a public hearing.  The Planning Board Clerk will discuss dates for this work session with the Town Clerk and follow up.

b.      Discussion: Comprehensive Plan Status

Michael DeFrancesco had asked Chair Chris Palmer to add this item to the agenda. In his absence, Chair Palmer stated he believes this should be held for discussion until a new Town Planner is appointed.  A brief discussion took place and the group agreed with the Chair to wait to review.

c.       Discussion: Project Fees Policy and Peer Review Policy

Chair Chris Palmer introduced these items and stated he believes in regards to the fee policy, when we receive a bill, we should send them a bill and replenish the account so the balance doesn’t go down. Regarding the peer review policy, Chair Palmer believes it should be set up in Master Plan that Peer Review will be required as a checklist item for the Preliminary Plan because that’s when the applicant is required to get their State permits, heavy engineering, etc.   This would allow the Planning Board to get all the information at this phase which will help the Board make their best decision.  A discussion ensued and all agree that this item needs be added to the Preliminary Plan checklist.  Chair Palmer stated that this addition to the checklist would be a change in our regulations and will need to be advertised that this change is being made.  Chair Palmer suggested we review the checklists at the next Work Session and suggested adding at the bottom of our checklists “or any other information that is needed.”

d.      Discussion: Vegetative Management Plans

Scott Millar had asked to add this item to the agenda and reviewed the status of this as it relates to Solar and the requirements of Susan Hawksley, Exeter Fire Marshal.  There are low growing pollinator mix/low growing grasses that are approved by RI Department of Environmental Management and the Fire Marshal, but it is not clear what that approved mix is. Sue Hawksley is required to follow this guidance per fire code. Mr. Millar stated that the Planning Board does not want to approve anything that the Fire Marshal is not comfortable with. 

Chair Chris Palmer stated that he has also been in contact with Sue Hawksley and shared that she is pushing RI DEM to get more specific information on what is an approved pollinator species (now it’s rocks and gravel).  Further discussion ensued.

Gina Thurn from Our Kids Farm in Exeter, was in attendance and shared that she met with a group recently that included the State Fire Marshal, RI DEM Division of Agriculture, several different solar developers, farm bureau, some Planners from RI communities and shared that they discussed (2) key areas of concern: plantings under panels and fencing around the panels.  State fire code stated that there should be nothing; gravel, bare ground; and that all utility scale arrays must be fenced.  It was mentioned that they have no jurisdiction over residential arrays.

·         Based on the height of the panels, pollinator mix underneath the panels should not come up more than a foot from the bottom of the panels;

·         Needs to be maintained/mowed or cultivated several times per year, so at the end of the growing season, there won’t be any dead standing material that would create a fire hazard;

·         In the event of a fire, must have access to allow fire trucks in;

·         Discussed ideas about different types of plantings for inner row spacing and under the panels, such as vegetables, annuals, perennials, etc.

·         Livestock;

·         Dual use of space: won’t take farm land out of production;

·         Fire Marshal wants fencing all the way to ground, rather than raised up like most towns want to allow space for critters.  The concern is that someone could gain access and cause an electrical fire.

·         All this being said, no one in this group could come up with any fires around solar arrays within this country.

Ms. Thurn shared that she has a ground mounted solar array on the Richmond side of her property and has been growing crops underneath panels.  This is a safe practice if you have active green growing plants full of water, versus dead/dry plants that can become a fire hazard.  Ms. Thurn recommended Ken Ayers from the Department of Agriculture as a good resource.

Michael Viveiros asked about raising the slant of panels and height.

Ms. Thurn agreed and said how beneficial this is; the higher the panels the more you can adjust the pitch.  She also shared that panels can be as high as 4 ft. off ground.  Further discussion ensued.

e.       Discussion: Meeting Minutes/Stenographer

Chair Chris Palmer stated that the idea of hiring a stenographer had been mentioned recently and how detailed the minutes should be.  He asked everyone what their preference was for a level of detail.  The consensus was split down the middle.

Scott Millar mentioned that he agrees that this is a good idea for public hearings in the event a transcript is requested, and Master Plan when the amount of detailed information can be extensive. He also added there could be condensed notes for other applications.

Chair Palmer stated that we still have to provide meeting minutes but they could a “simple” overview and the stenographers notes would be a back-up.

Donna Di Donato stated that stenographers do verbatim transcription; doesn’t know of an abbreviated form.

Bill Haas agrees that full transcription is needed for public hearings and feels with solar and other contentious issues, it’s becoming more important to have transcription services.

Further discussion ensued.

The Planning Clerk will look into stenographer services to compare costs and types of services.

Chair Palmer stated that the cost of a stenographer would be split between the applicants on any particular agenda.

f.       Discussion: Meeting Materials - Paper vs. Electronic

Chair Palmer shared that all the materials are available on-line now since we’ve been holding Zoom meetings.  He posed the question to the Board as to how they prefer to receive their packets.  The following list was discussed.

Chair Palmer: paper and electronic with full size plans

Michael DeFrancesco: paper and electronic with full size plans

Bill Haas: paper and electronic with full size plans

Donna Pari: paper and electronic with 11x17 plans

Scott Millar: paper and electronic with 11x17 plans

Michael Viveiros: paper and electronic with 11x17 plans

Donna Di Donato: paper and electronic with 11x17 plans

ADJOURNMENT:

Motion by William Haas to adjourn, seconded by Chris Palmer; voted all in favor.  MOTION PASSED.  Chair Chris Palmer adjourned the meeting at 7:37 p.m.

Respectfully submitted,  

M. Dixie Foisy

Planning Board Clerk