WORK SESSION AGENDA

Pursuant to Executive Orders executed by

the Governor of RI as a result of the Covid-19 Pandemic,

this meeting was held virtually via Zoom

Members present:     Scott Millar, William Haas, Gina Thurn, Joe St. Lawrence, Michael Viveiros and Donna Di Donato

Members Absent:      Michael DeFrancesco

Staff present: William DePasquale, Planner and Dixie Foisy, Clerk

I.                CALL TO ORDER:

Acting Chair Scott Millar called the meeting to order at 7:15 p.m.  

Acting Chairman Millar welcomed Joe St. Lawrence to the Planning Board. Joe St. Lawrence introduced himself and thanked everyone for the welcome and stated he looks forward to working with this Board.

II.              NEW BUSINESS:

A.    Request for Proposal (RFP)/Comprehensive Plan

Acting Chair Scott Millar asked the Town Planner, Bill DePasquale to summarize his memo regarding the RFP that was distributed to the Planning Board for their review.

Bill DePasquale thanked the Acting Chair and stated he feels very fortunate to work with the Town Council who authorized the funding for the Planning Board to move forward collectively as a community to get a Comprehensive Plan together.  Accordingly, Mr. DePasquale stated he has drafted an RFP that hits the points that we need in the Town and also that the bidders will know what they’re bidding on.  He stated that if you look through the RFP, there’s a detailed list of task items which he finds helpful in that it helps keep track of the deliverables as they come forward; also noted that they are very specific which is beneficial in addition to a plan that is very interactive.  At the same time, the information has to conform with the Division of Statewide Planning requirements such as required elements, required areas of study and required public input.  The Town Planner explained that he would like to create a document that is very “consumable” meaning that this should be a plan that anyone can read and should know right away what the Town’s wants and needs are for the next 20 years.  This plan will also include a united matrices where performance standards must be adhered to in a 5-year implementation schedule by State law.

Acting Chair Millar thanked Bill for his summary and detailed work.  He asked Planner DePasquale what the budget was for the comprehensive plan?  Bill stated that he believes it is north of $90 thousand, but will confirm that number with the treasurer.  He also noted that monies will be budgeted in one lump sum, but that the work would be done over a two-year period.

Michael Viveiros stated that it was his understanding that you could not ask for fee proposals and that the selection process needed to be on a qualifications-based selection? The Planner stated that it would be based on a combination of both qualifications and fee structure. Mr. Viveiros asked the Planner to look into the regulations regarding professional service selection, whether as a town or state are you allowed to ask for a fee proposal. He felt that the RFP should be selected on a qualifications-based selection process and then negotiate the fee. Mr. Viveiros asked for legal counsel guidance.

Acting Chairman Millar wondered if by letting potential bidders know the amount that has been budgeted for completing the project was appropriate, that by doing so it eliminates those individuals who would not be able to complete the necessary work based on the dollars available. Planner DePasquale agreed that revealing the budget up front was the right thing to do and as noted in the RFP that they would be willing to entertain different approaches if in the end they were able to accomplish the town’s anticipated outcome in a more efficient and cost-effective way.

Michael Viveiros noted Chapter 45-55 awarding municipal contracts. It was noted that it applied to Engineers and Architects.

Town Planner DePasquale asked the Board to review the RFP and if they have additions or subtractions to please send him an email. That he had written the RFP very purposely, but would be happy to entertain additional ideas. He will send an electronic copy to each of the Planning Board

Members.

III.            ADMINISTRATIVE:

A.    Zoning Board of Review:  August – (1) application and (1) extension; Acting Chair Millar asked for a motion to send an advisory opinion to the Zoning Board supporting the Morris Farm extension.

B.    Approval of Meeting Minutes:  March 23, 2021 and May 22, 2021

March 23, 2021- Motion by Michael Viveiros to approve minutes as submitted; seconded by Scott Millar.  Roll call taken; 3-0, S. Millar, M. Viveiros and D. Di Donato voted in favor as members who were present at the March 23^rd meeting. The Motion Passed.

May 22, 2021 – Acting Chairman Millar asked to hold these minutes until 7/27/2021 as Michael DeFrancesco is needed to vote on this set.

C.    Correspondence: Town Planner Decisions, Advisory Opinion for the CEA Overlay Zoning Amendment, Our Kids Farm Tour – Solar and CEA letter, and Donna Pari’s Resignation.

Gina Thurn spoke about her open invitation to come out and see what they do on their farm. Examples of controlled environmental agriculture, hydroponics and dual-use solar being used on their property. Mornings or early evenings are the most comfortable times to view the greenhouses.

D.    Next Meeting: Regular Meeting - July 27, 2021

Jade Investments – Minor sub-division; Revity Energy--waivers; S&S Fence/DPR—waiver

Next meeting will be held in person.

Gina Thurn asked about having electronic materials still available on line.

ADJOURNMENT:

Motion by Bill Haas to adjourn, seconded by Gina Thurn; voted all in favor.  MOTION PASSED.   

The meeting adjourned at 7:57 p.m.

Respectfully submitted,  

M. Dixie Foisy

Planning Board Clerk