I.                     CALL TO ORDER:

 Michael DeFrancesco called the meeting to order at 6:03 p.m.

Alternate Board member Donna Di Donato asked the Chair to hear the agenda out of order so that Gina Thurn could be excused early.

II.                 OLD BUSINESS:

A.     Discussion: Status of Fire Department Training Work Shop

The Chair recognized Vice Chair Gina Thurn. Ms. Thurn noted that she had talked to Chief Franklin just before Christmas (2024) and that he thought the training workshop would be a great idea. Since that time, Ms. Thurn stated, her mother’s health has been declining and she has been unable to give this topic the attention it requires. She asked that the Board table the Fire Department Training until she is able to devote more time to this idea. Board member Bill Haas offered to help Ms. Thurn with this training effort as he is a member of the Volunteer Fire Department.

B.      Discussion and/or Possible Action: Planning Board Rules of Procedure

Chairman DeFrancesco introduced this agenda item and indicated that he had done some wordsmithing in order to improve the clarity of the text. The changes that were discussed and agreed to have been updated on the February 11, 2025 version of the Planning Board’s Rules of Procedure and will be brought back to the Board for a final review and approval.

The Planner asked that the Rules of Procedure add the following criteria under Conduct of Persons Before the Planning Board 1.4 C:

·         The applicant shall be required to submit all application materials 10 days prior to their scheduled meeting date. The Board will not accept any new information after the deadline. If the applicant is unable to meet the required deadline, they may ask for a continuance. Once they have compiled all of the required information, they may ask to appear at the next available meeting on the Planning Board’s calendar. 

The Board discussed the idea of adding Section 1.14 covering application fees to the Rules of Procedure document.  Further discussion continued under the next agenda item.

III.                NEW BUSINESS:

A.     Discussion: Planning Board Application Fees

Chairman DeFrancesco introduced this agenda item.  The discussion was centered around the application fees not reflecting the actual cost of doing business and suggested this topic go forward for additional recommendations. 

Planner DePasquale made the point that a complicated submission can go through a number of different stages, and that each stage has an additional fee structure. He stated that calculating actual time spent would be difficult. The Planner indicated that in order to update the application fee structure would require some research of other fee schedules in neighboring towns and the approval of the Town Council which requires a public hearing. 

Board member Michael Viveiros felt that the application fees aren’t even in the ballpark and that the applicant should bear the costs of the application and process.  Donna Di Donato asked the Clerk if she could supply the Board with the Planning Board fee structure. Ms. Foisy noted that the current fee schedule for the Town of Exeter was in their meeting packet.  The Clerk did note that for any public hearing, they are required to have a stenographer and that fee is now $325 and the application fee is sometimes less than that cost. The Chairman suggested hiring a consultant in order to update and determine an appropriate fee structure. The Planner explained how that process would likely work.

IV.               ADMINISTRATIVE:

A.     Approval of Minutes: January 14, 2025

William Haas made a motion to approve the minutes as submitted; the motion was seconded by Joe St. Lawrence.  A vote was taken and was all in favor.  The motion passed 7-0

(M. DeFrancesco, G. Thurn, W. Haas, J. St. Lawrence, R. Corriea, D. Di Donato and M. Viveiros).

B.      Future Meeting: Planning Board Regular Meeting—Tuesday, February 25, 2025 at 6:00 p.m.  The Planner reviewed the upcoming continued application for Wolf Rock/Minor Subdivision with Street Creation.

Before adjourning the meeting, Board member Robert Corriea asked that the Board approve a 3-month leave of absence for Gina Thurn. Without objection Chairman DeFrancesco moved to approve the leave of absence for Ms. Thurn. There was no objection from the Board, and the vote taken was all in favor, 6-0 (M. DeFrancesco, W. Haas, J. St. Lawrence, R. Corriea, D. Di Donato and M. Viveiros). William Haas will be acting as Vice Chair in Gina’s absence.

V.                  ADJOURNMENT:

Motion to adjourn made by William Haas, seconded by Joe St. Lawrence; voted all in favor.  The meeting adjourned at 7:03 p.m.

Respectfully submitted,

Rebecca M. Lukowicz

M. Dixie Foisy, Planning Board Clerk