Planning Board Special Meeting- Meeting Minutes

Tuesday, December 3rd, 2024, 6:00 p.m.

Westerly Town Hall | Town Council Chambers

45 Broad Street, Westerly, RI 02891

 

1. CALL TO ORDER - Chairman O’Neil called the meeting to order at 6:00 p.m.
2. ROLL CALL AND ATTENDANCE - Mr. O’Neil recognized all board members and staff present

 

Present: Chairman: Matthew O’Neil, Vice Chairman: Christopher Lawlor, Secretary: Andrew Delisio, Members: John Armstrong, Richard W. Constantine, and Jean Gagnier

 

Absent: Member: Justin Hopkins

 

Town Staff Present: Assistant Solicitor for Planning and Zoning: Scott Levesque, Administrative Officer/Town Planner: Nancy Letendre, Minute Taker: Chloe Chenot, and Information Technology: Lanny Fuller

 

3. APPROVAL OF MINUTES – There were no minutes to approve

 

4. CHANGES TO THE AGENDA- No discussion
5. OLD BUSINESS

 

1. Letter to Town Council Regarding Sewer Capacity

 

The board began discussion of this item with a revised version of Jacob’s letter. Mr. Gagnier provided an overview of his revisions, which would clarify to the Council that capacity concerns impact the Westerly sewer district only. Mr. Gagnier added that he included capacity modeling in his revisions. Mr. O’Neil then shared his revised final paragraph of the letter, which included the applicant paid capacity modeling review as part of the ordinance revisions to be completed by the Town Manager. Mr. Delisio stated that he believed it was unnecessary to include capacity events that have already occurred, as they are irrelevant to the current capacity discussion. Mr. O’Neil and Mr. Armstrong agreed that it is necessary to include, as it provides context. Mr. Gagnier suggested the board remove mention of the Capital Improvement Program from the letter, to keep the focus on sewer capacity concerns.

After no further comment from the board, Mr. O’Neil entertained a motion at

6:11 p.m., to pass the letter with the proposed revisions. Mr. Armstrong moved the motion. All board members were in favor, and the motion carried 6-0.

 

2. Capital Improvement Program

 

Town Planner Letendre opened discussion on this item, and summarized revisions made to the Capital Improvement Program recommendation. Ms. Letendre noted that duplicate entries in the Capital Improvement graphic will be removed. Mr. O’Neil polled the board for comment. Capital requirements were discussed for: Recreation Facility Upgrades, Town Surveillance Cameras, and the Capital Asset Plan Buildings Assessment for Town Properties. The board included in discussion where these items would fall in their recommendation.

Mr. Gagnier expressed concern over the Town Ordinance explicitly stating that the Planning Board “shall” conduct inspections as a part of CIP, when this does not occur presently. Mr. Gagnier consulted Mr. Levesque to ensure the board was not in violation of ordinance. The board discussed the process of attending inspections for capital projects, using electric buses and the School Department as examples. Ms. Letendre informed the board that the Finance Board and Town Manager are working on an audit to gather the information necessary to begin the inspection process again (which is for maintenance and is a function separate from the Planning Board’s CIP inspection). Mr. Levesque clarified that the word “shall” does in fact indicate that it is an action that must be completed, and thus the Town is in violation of its own ordinance. The board discussed including inspections on future September agendas, to allow time to delegate attendees of the inspection, and ensure the inspection is completed before Capital Improvement requests are submitted.

Mr. Delisio and Mr. Constantine inquired further about the level of inspection. Mr. O’Neil specified that the role of the Planning Board during these inspections is to decide if concerns are a capital budget or maintenance issue, or if it can be covered elsewhere. Mr. Armstrong stated he believed the inspections are beneficial, as they improve communication with department heads, and allow the board to see the proposed capital improvements firsthand.

Mr. Constantine inquired about how the board would be informed of the status of projects. Mr. Gagnier addressed Mr. Constantine’s concern, informing him that the Finance Board should be providing updates on the status of Capital Improvement Projects.

Mr. Gagnier moved a motion to send the recommendation to the Town Manager, as amended. Ms. Letendre would update the Capital Improvement Memorandum based on the board’s discussion, and Chairman O’Neil would oversee the final version of the Jacob’s letter. Mr. Lawlor seconded the motion. The board was all in favor, and the motion passed unanimously 6-0.

 

 

6. NEW BUSINESS- There was no discussion
7. ADMINISTRATIVE OFFICER’S REPORT- There was no discussion
8. ASSISTANT SOLICITOR FOR PLANNING AND ZONING’S REPORT- There was no discussion

 

9. FUTURE AGENDA ITEMS & BOARD QUESTIONS

 

The board discussed including a timeline of inspections to a future agenda, as stated during discussion of the Capital Improvement Program recommendation. Mr. Lawlor shared with the board that he has drafted a list of future agenda items, which he will share in January, and coordinate with Town Planner Letendre. Mr. Gagnier stated that the future agenda items list should be available to the public. Mr. O’Neil suggested the revised Capital Improvement Program spreadsheets be uploaded once completed, for public viewing. Mr. Gagnier inquired about creating a calendar for upcoming Planning Board dates and deadlines, to which Ms. Letendre provided further comment.

 

10. CONFIRMATION OF QUORUM FOR NEXT MEETING
1. Quorum already confirmed for December 17^th meeting

 

11. ADJOURNEMENT- Mr. O’Neil entertained a motion to adjourn the meeting. Mr. Gagnier moved the motion. The meeting was adjourned at 6:58 p.m.

 

 

Next Regularly Scheduled Meeting – December 17^th, 2024, at 6:00 p.m.

 

 

 

 

 

 

SUBMITTED BY CHLOE CHENOT ON 12/19/2024.

APPROVED BY VOTE OF THE BOARD ON 02/18/2025.