Approved
Town of Essex Planning Board
MINUTES
Organizational Meeting, February 6, 2014
Essex Town Hall
Call to Order
Chair Van Hoven called the Organizational Meeting of the Planning Board to order at 7:00PM and led the attendees in the Pledge of Allegiance to the flag.
Welcome to new Board Members
Chair Van Hoven expressed his pleasure in being reappointed to the Board as Chair. He introduced Tom Stransky, the other new member. Chair Van Hoven will serve a seven year term; Mr. Stransky will complete a one year term with the anticipation of being reappointed to a seven year term next year.
Attendance
Present: Regular members Olive Alexander, Tom Stransky, James Van Hoven, Derrick Wrisley, H. Nicholas Muller III, and Mark Walker. Alternate members Nancy Dougal and Janellen Fortune. Absent: regular member David Hislop. Also present: Secretary to the Planning Boar Catherine DeWolff, Zoning Officer Lauren Murphy. Citizens Deb Shaw and Sharon Boisen.
Approval of minutes of January 2, 2014.
Mr. Wrisley noted an error in the minutes that Olive Alexander noted she would correct. Since there was no quorum of members who attended the meeting, they were tabled.
Report of the Zoning Officer
Ms. Murphy noted her report was distributed to the Board at its January meeting.
Chair’s Report
No report
Old Business
None
New Business
Selection of Secretary of the Planning Board. Mr. Muller made a motion to recommend to the Town Board that Catherine DeWolff be appointed Secretary of the Planning Board for the 2014 year. Seconded by Mr. Walker. Following discussion the question was called and the resolution passed with all regular members present voting in favor (6-0).
Resolved that the Town of Essex Planning Board recommends to the Town Board the appointment of Catherine DeWolff as Secretary to the Planning Board for 2014.
Olive Alexander Aye
David Hislop Absent
- Nicholas Muller III Aye
Thomas Stransky Aye
James Van Hoven Aye
Mark Walker Aye
Derrick Wrisley Aye
Selection of Vice Chair. Chair Van Hoven noted that two regular members of the Board had indicated an interest in serving as Vice Chair: Olive Alexander and David Hislop, and asked if any others wished to serve. There was no response. Chair Van Hoven indicated that the selection would be by secret ballot and distributed slips for that purpose. Alternate Ms. Fortune spoke in favor of Ms. Alexander. The results of the ballot were: Olive Alexander, three votes; David Hislop two votes. Chair Van Hoven congratulated Ms. Alexander on her selection.
Establishment of Monthly Meeting Schedule for 2014. Chair Van Hoven distributed a DRAFT of the proposed monthly meeting schedule of the Planning Board for 2014 which includes regular meetings and work sessions. In response to a question from Mr. Stransky, Chair Van Hoven stated that all such meetings are open to the public. The schedule is attached to these minutes.
Alternate Members. Chair Van Hoven apologized for not welcoming alternate members Nancy Dougal and Janellen Fortune earlier. He noted that alternate members serve as regular voting members when a regular member has a conflict of interest in a matter before the Board or is absent. He noted that the law is silent on the latter circumstance but that he checked with Judy Breselor, Executive Director of the New York State Planning Federation on February 6, who assured him it is permissible for alternates to serve when a regular member is absent. Mr. Muller requested that that conversation be recorded in these minutes.
Update of Contact Information. The Chair distributed a sheet with contact information for all regular and alternate members, the zoning officer and secretary to the planning board. A few corrections were noted and will be made. Chair Van Hoven noted that new mailboxes are being ordered for all regular and alternate members and urged all to check them regularly. Following discussion consensus was reached that routine communications including minutes will be distributed electronically, but that all applications will be printed in their entirety and placed in the mailboxes. The secretary to the planning board will advise members electronically when important printed information is available.
Review of Town Law 271 for Planning Boards. The Chair distributed this document and advised all members to become familiar with its contents. He noted that the staggered seven year terms in the law are designed to make the Board less dependent on transient political issues.
Review of Training Requirements. The Chair drew all members’ attention to the requirement that all members – regular and alternate – must complete 4 hours of training per year and noted the variety of ways in which the requirement can be fulfilled. Modest funds are available in the Town budget ($75 per regular member) for attendance at conferences or workshops. The Town Board must set more specific guidelines and Chair Van Hoven will draw their attention to this requirement. Ms. Alexander noted she did all her recent training on-line. Ms. Boisen noted county officials may be available to run workshops for the entire board.
Review of Planning Board By-Laws. Copies of By-Laws dated 2000 have recently been located that were not known to most members of the Board, that do not reflect current practice, and that in some instances are at variance with state law. Chair Van Hoven suggested they be updated and revised, and suggested we look at those in effect in Willsboro and Westport. He asked Mr. Muller if he would assist him with this work (Mr. Muller agreed) and if any other members were interested in assisting. None volunteered. Chair Van Hoven and Mr. Muller will meet shortly to begin this work.
Member Input. Mr. Walker asked how alternates would be informed about issues that come before them when they substitute for a regular member. Chair Van Hoven responded they are expected to be at all meetings, so they can fill in seamlessly. Mr. Stransky asked if our filing fees are consistent with other towns; the chair and secretary answered in the affirmative. Chair Van Hoven noted there will be times when we need legal assistance, and he has obtained assurance from the Town Supervisor that this will be available and that we can use William Kissel for such matters.
Mechanization of Forms. Ms. Alexander, who is also the Town’s webmaster, noted that applications and related forms can be posted for the convenience of applicants on the Town’s web site. Ms. Murphy and Ms. DeWolff will work to make that happen.
Anticipated Applications for Regular February Meeting. Ms. Murphy apprised the Board that there are currently three applications pending: a minor subdivision on Lake Shore Road, a two proposals to renovate and restore houses in Essex Hamlet.
Distribution of Comprehensive Plan. Chair Van Hoven distributed copies of the current Comprehensive Plan for the Town of Essex, dated 2001 and explained that this document is the foundation upon which the various zoning laws are built. He urged all to become familiar with it. He also distributed land use classification maps for both the Town of Essex and the Adirondack Park Agency.
Public Comments. Ms. Murphy asked if the alternate members will be at the regular February on the 20th. Chair Van Hoven replied they are expected to be at all regular meetings.
Adjournment. Mr. Wrisley made a motion to adjourn the meeting, seconded by Mr. Muller. The motion carried unanimously. The meeting adjourned at 8:05 PM.
Submitted by
Catherine DeWolff, Secretary
