Staff present: Stephen Sypole, Solicitor, William DePasquale, Planner, Dixie Foisy, Clerk

                                    Olivia DeFrancesco, Council Liaison

I.        CALL TO ORDER:

Chair Scott Millar called the meeting to order at 6:33 p.m.

II.      OLD BUSINESS:

A.    Final Review, Discussion and Possible Action: Draft Comprehensive Plan Elements

Chairman Millar introduced this item. He remined the Board of the thirteen elements and it was decided that they would hold approval until they have gone through each of the thirteen elements. They are as follows:

1.      Exeter Vision (no comments, no changes)

2.      Community Engagement (no comments, no changes)

3.      Understanding Exeter Today (no comments, no changes)

4.      Natural Resources (no comments, no changes)

5.      Open Space (no comments, no changes)

6.      Historical/Cultural (no comments, no changes)

7.      Housing (no comments, no changes)

8.      Economic Development (no comments, no changes)

Chairman Millar questioned how far Larissa Brown, Consultant, had gotten with the Economic Development Commission. Town Planner William DePasquale noted that they had received a letter of support on the latest draft from Economic Development, which he would attach as supporting documentation with the Comprehensive Plan.

9.      Transportation (no comments, no changes)

10.  Facilities & Services (no comments, no changes)

11.  Climate Energy & Hazards

Chairman Millar noted that this was a newly added element, and that there                had not been any discussion previously. He felt Ms. Brown had done a great job on this section and that he had only minor edits in terms of updating information. He noted that the Department of Environmental Management (DEM) had received a substantial amount of money that voters had approved in a 2022 Bond. He noted that with that additional funding one of DEM’s first priorities would be the Arcadia Management area. Chairman Millar asked to amend Element 11 to incorporate his updated information.  

12.  Land Use

Changes have been made, but have not yet been applied by Ms. Brown.

The Chairman also asked to change the words “Planning Area” to Village District.

13.  Stewardship (no comments, no changes)

14.  Executive Summary

Chairman Millar noted that he had a couple of minor edits: He noted under Natural & Cultural Resources Ms. Brown had, “strengthen and enforce existing regulations to protect groundwater,” Mr. Millar would like to amend it to read to “…protect surface and groundwater.”

He also noted that under Housing the sentence that reads “actively peruse strategies to attract affordable housing and elderly housing” Mr. Millar suggested changing the word “elderly” to senior.

                   Chairman Scott Millar asked if there were any further discussion on any of the 13

elements, hearing none, he made a motion that the Planning Board approve all the draft elements 1 through 13, including the Executive Summary, including recent edits made here tonight, together with all previous edits to each of the 13 elements for the final draft. William Haas seconded the motion. Chairman Millar asked if there was any further discussion? Michael DeFrancesco asked if this would be recommended to the Council? Chairman Millar indicated that this work would be the final draft. Hearing no further discussion, a vote was taken and was all in favor.  The motion carried unanimously. (5-0).  

Board member Donna Di Donato asked the Chair what procedurally were the next steps?

She asked if they would be sending a letter to the Town Council with the draft? Chairman Millar indicated that they had sent a memo to the Town Council and discussed this at their last council meeting. They indicated that they would like to hold a joint public hearing, pending a memo from the Solicitor Stephen Sypole. He spoke with Mr. Sypole who felt it would be in the Town’s best interest to go forward and comply with the March 1^st deadline.

Donna Di Donato noted that the public hearing is scheduled for February 26, 2024, noting that it doesn’t leave too many days before the March 1^st deadline. Ms. Di Donato indicated that approval would be needed by the Town and filed with the State by March 1, 2024. Chairman Millar felt that Ms. Brown would now need to finish the “final draft,” in order to meet the State statute which requires that an ad for the public hearing run for three consecutive weeks before the meeting. Town Planner DePasquale stated that he has indicated to Ms. Brown that they would need the final draft of the Comprehensive Plan by January 19, 2024. He stated that they would publish a physical copy of the draft plan for the clerk’s office and the library, as well as being posted on the Town’s website.

There was discussion on the location for the public hearing. Suggestions included the Library, Metcalf School or using the Fire Station as a backup.

B.     Update on the Zoning Amendments Grant

Town Planner William DePasquale was congratulated for securing the Rhode Island Housing Municipal Technical Assistance (“MTAP”) Grant in collaboration with Libra Planners of Providence, RI. The Town will receive a $100,000.00 grant from Rhode Island Housing’s Municipality Technical Assistance Program (“MTAP”) which will allow the Town of Exeter to take significant steps towards modernizing its zoning, land development, and housing regulations.

Planner DePasquale noted that they will be looking at the Zoning Use Table first, focusing on creating a Use Table with more modern uses. The Planner also noted that the Request for Proposal (RFP) is out for the Ladd Center. He indicated that it was important for the Town to receive a percentage of land for affordable housing and housing for seniors. He informed the State of the process that would need to happen and that the Planning Board would need to give their approval of future developments while be guided by the master plan.

He touched on Planned Districts, redoing the checklists so that they are more appropriate to Exeter. Reviewing mandatory elements required by State law and then more options with regards to housing, i.e. inclusionary housing, etc. Chairman Millar asked if the Board could see sections as they are completed. The Planner indicated that he will forward sections, expecting there will probably be six different sections, to the Planning Board and set up future workshops for reviewing purposes.

Chairman Millar noted that a fair number of Exeter residents have expressed their concerns with regards to multifamily developments and water quality. However, he indicated that residents were made more comfortable when told that they would only be located in the planned village overlay district as opposed to spread across town. The Planner explained that in the future you will see more multi units on one lot. Chairman Millar stated that people in town who own their own homes are aware of the need to take care of their onsite wells, but is concerned that with multifamily renters, they may not be as concerned with the water quality of the community. Discussion continued between the Chair, the Planner and Board members and the best way to educate the public and minimize risk.

 NEW BUSINESS:

C.    Proposed Changes to the Planning Department

Chairman Millar placed this on the agenda after having learned that it had been placed on the Town Council’s agenda. The Planner then gave an overview of the work that has crossed the Planner’s desk and the desk of the Building/Planning/Zoning Clerk, Dixie Foisy. There was a suggestion of having more consultant work in the future and retaining experts in the areas of Legal, Landscape, Biology and Architecture. Town Council Liaison Olivia DeFrancesco was recognized and acknowledged the workload of the office and that it’s not a sustainable model.

Planner DePasquale indicated three areas of need:  1. Technology; 2. Consultants on retainer; and 3. Assistance for Dixie/Becky. Olivia asked the Planning Board to author a proposal and then have the Planner review the proposal. Olivia DeFrancesco believes there are contingency funds in the Town, but accessing those dollars without financial town meeting approval would make it hard to do, but making this an “emergency” could then allow the Town to use the necessary funds.

Planner DePasquale felt there was a need for a third-party professional to come in and do an assessment of needs – a SWAT analysis.

Chairman Millar felt it was important to know the department’s needs and the dollars required, in order to place these funds in the upcoming budget. The Chairman asked to keep this topic on the next couple of work session meetings.

III.             ADMINISTRATIVE:

A.    Approval of Minutes: November 14, 2023

Michael DeFrancesco made a motion to accept the minutes of November 14, 2023 as presented. Mr. DeFrancesco would like to make one revision to the minutes of November 14, 2023 by adding the line: Draft amendments are subject to change pending the public hearing. Seconded by Joe St. Lawrence. All in favor with the amendment.

(Scott Millar, Michael DeFrancesco, William Haas, Joe St. Lawrence, Michael Viveiros)

Approval of Minutes: November 28, 2023

Michael DeFrancesco made a motion to accept the minutes of November 28, 2023 as submitted, Seconded by William Haas. All in favor (5-0).

(Scott Millar, Michael DeFrancesco, William Haas, Joe St. Lawrence, Michael Viveiros)

B.     Future Meeting: Planning Board Meeting/Public Hearing – January 23, 2024

Town Planner reviewed the agenda items slated for the next meeting, including Discipline Brewery Company, LLC; Rhode Island Grows, LLC (Schartner); Map Change Request (Asa Davis).

Chairman Millar noted that the updated letter for the Town Council to send to Senator Morgan and Representatives Casimiro and Cotter regarding State Land Use Mandates was sent out on January 4, 2024.  

IV.             ADJOURNMENT:

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

Motion passed. The meeting adjourned at 8:38 p.m.

Respectfully submitted,

Rebecca M. Lukowicz

M. Dixie Foisy, Planning Board Clerk