Planning Board - May 22nd, 2024

001May 22nd. I'll remind everyone that the meeting is being broadcast and recorded. Um, first on our agenda is the clerk's report. We no longer actually have a clerk, but I am ready to give that report. So, since our last meeting on May 8th, we did receive four correspondences to the planning board. All of those were related um to the 40B um projects in process and were general emails sent to more than just the planning board. So they were more to keep us in the loop, make us aware of different concerns that they have. So um we did receive those. Moving on, we will go to public comment. Um oh, so Anna is on. That's good. Um so if there is any public comment on general issues um anyone online can feel free to raise their

002hand and Elro will have you unmute. There's no one in the room on this fine May evening. So one Joan I'm asking you to unmute. Hello. Um, Jungan Friday, thank you so much. Um, I just have just quickly um I just hope that the planning board will consider speaking with the ZBA and select board about creating a task force to work with a special counsel to find a way to reduce the impact of the 40B project in Ashland. And I realize the ZBA is the um is in charge and um but I'm hoping that something can be done behind the scenes to um to try to push back. Um Falmouth hired an outside attorney, George Pooie. He was able to craft 91 conditions. There was an appeal and a limited number of the conditions and

003they went to the housing appeals committee. They ended up with a mediated settlement negotiated between the developer lawyer and attorney Pooie. He negotiated the original 900 units down to 300 max. A 50-foot landscape buffer moved the buildings, leaving a large area undeveloped. The developer also agreed to build sidewalks and an on-site sewage treatment plant. This tells us it can be done. I mean absolutely no reflection on our town council or our zoning board, but with the potential for four 40bs coming, if we hire a special council whose sole priority is 40B, we can get projects that are infinitely better for Ashland if we set enough conditions and push back hard enough. Excuse me. Their finance committee allocated just $30,000 to pay for the lawyer George Pooie's services. We can all agree that was money well

004spent. The infrastructure for these projects will cost the town millions. It can be done. I respectfully request the select board and planning board work with the zoning board to look into hiring this lawyer or one whose sole work is 40B to make these the best projects for Ashland. Respectfully, please help us push back before it's too late. Um, I don't know if anybody has any questions for me, but that that's that's my feeling. Thank you. Thank you, Joan. I don't have any questions, but why don't you feel free to send um any links or any information that you have? I don't remember seeing that in your email, so maybe you could send it to the board as well. I will. Thank you. Thank you. Okay. Thank you very much. Have a good night. Thank you.

005Right. Seeing no other public seeing no other hands raised, we will go on to uh item number four, which is public hearings, um the only one on our agenda this evening is 240 to 260 Pleasant Street. This is the um soccer fields by the Metro West um facilities and that was continued on May 8th and I think tonight we're getting an update on the status of that project. Yes. Right. Uh so we have with us Chris Petti who is part of um the designing team and he will give us a little bit of an update also just on a side note as we'll have a new we have two new board members I will be readvertising this project. So on the meeting on June 12th um these project will be able to come back. They

006will give a presentation and explanation of the project and then from then everybody will be able to vote as they move forward. So with that being said Chris um you can just give us an update on the project. Yeah. Hi can everyone hear me? Yes. Great. Um yeah so uh as I'm sure you guys are aware um we have asked for a continuence uh to this plan till June 12th. Uh we are waiting on uh getting the peerreview consultant lined up and or we have the peer review peer review consultant lined up. Uh we're just uh waiting to get that process started with our client. Um and then when we receive those comments, we will update the plan and be ready for June 12th. And um where is the conservation? Can you remind me where

007the conservation process is? Is that come after? Is that going to be done simultaneously? Uh we have had one meeting so far with the conservation and I believe we have another meeting. I'm not positive, but I'm filling in for a colleague tonight. But uh yeah, we've had one meeting with the conservation so far and we've also had a meeting with the uh design review committee and we've received those comments as well. Okay, great. Thank you. So, Elro, the um the the deadline had been already moved back on this project, but now um as Ever was is explaining because this is a project that was already in process and we have discussed it was it once or twice I think. Yeah. So, that um because there were two meetings of the project, you guys wouldn't be

008eligible to actually vote on the project. So, and since um obviously we want to have a full board, it's and since it's a special permit, we actually need they need at least a four vote approval. So, um the project will be le relisted and readvertised, which means it's kind of a it's kind of a fresh start. Um and then we start from the beginning and so you will be um voting members on on that project. So, it starts everything over. It's it starts the clock over. So, they're already in process. they've already done some some of the work, but the the clock will begin again on a as a fresh um as a fresh project. So, I think they are making maybe at least one change to their application. So, it'll just be a clean

009start in that way. Yeah, it shouldn't be late in any way. If anything, it's just it's going to be a continuation like Trisha said, they already have started the process. They provided us with the net plans and the uh fee for GCG who is the peer reviewer. So probably if anything is going to be smoother as a transition once the June 12th meeting starts. All right. Thank you. So um are there any questions from the board? Further questions? Okay. Then we will be continuing this um to May 12th. Oh June 12th, right? Um you want to make that Um motion to move 240 260 Pleasant Street Metro West facilities to June 12th. I'll second that. All right. And now we'll have a new uh we do a roll call vote. I commun you have not

010sworn in. Yes. If you guys have not been sworn on both. So, and actually can Scott on this he has uh No, I guess because this will be the continuence and then there will be the opening. Okay, we're going to end it there then because only the people that were involved in the project will continue but that's still three and we can continue on that. So, okay, we'll do that the next time. Yes. Yeah. These transition periods. Okay. So that project is now um continued to June 12th at which time it will we'll be kind of starting a fresh with with all all new members of the board. Okay. Thank you. Thank you for the update. Thank you. All right. So um uh so Anna uh who is online Anna can see at least our

011new members. Um, do we want to do we want it to I thought we would I would wait for the West Union um and just move that down just a little bit and go to item number six because Camilo does have a hard stop at 8. So um so maybe we'll do the board reorganization first and then continue on with our agenda. But I didn't know if we wanted to do some brief introductions since I mean I know them both now as at least somewhat. Um but maybe just get a little um summary of your time on the board, what you do in your day job, uh that kind of thing before we go on. Sure. Seems like a good idea. Do you want to start with me because I'm floating above you guys? Yes.

012Why don't you do that? All right. Um first of all, welcome. very excited to see a full board and um obviously excellent job relative to the election for both of you. Um so my background is I um moved to Ashland as a teenager. U my family is a family of immigrants from the former Soviet Union. Came to Ashland um bought our first home living the American dream uh on Metropolitan Avenue. I went to Ashland High School, graduated from Ashland High School, and after college and law school, eventually found my my way back um to Ashland. And in moving back here, wanted to give back. Um I'm an attorney by training. I've done public policy work in various settings in different communities where I've lived, and I wanted to return and give back to the community

013that gave me so much. Uh without my education in Ashland, I would not have gone to the college that I had. Um the the former superintendent of Ashland High School really supported me and so did the principal in applying for colleges and I felt as if this is where I wanted to raise my family and give back to the community as well. Um I'm trying to remember what year this is for me on the planning board. It might be my I don't know third or fourth year, something like that. It was right. Wasn't it 2020? Wasn't it right when we did those um that zone those zoning changes? I want to say we were in the we were in the auditorium for COVID. Sounds about right. I think it's 2020. Four or five years. Time

014flies. Um so here we are and I'm looking forward to working with all of you. And in my regular day job, I have a law degree, but I work for a company on the compliance side in a finance company. All right. Thank you. Um, welcome again. Um, I have been the planning board for four and a half years now. Um, I came in as filling in a vacancy and then had a full term. My B my training is as is in as in architecture. I've worked for 20 years in interior design. Recently I changed my line and I'm owners project managers kind of working with different municipalities on different short and sweet intro. I think I've talked to both of you individually. So, thank you for uh the introductions. It's excited to be here. Um

015I my name is Camil. I live on three treasure way. I live on I've been living here in Asham for about six years now from Newton first and York, Miami, Colombia, which is where I'm originally from. Um I have a bachelor's in architecture which is what I did for a couple of years. 15 years between Miami, New York and some years in Boston. And then I did my masters in planning. That's what I do now. I'm the deputy director of the department of planning and development them uh for almost five years and for the same reasons trying to give back to my community. I do other work for LOL and I figured I can do it can do it for Ashland as well. Um, and in one of the u interviews that we did together

016with Scott, one of one of the most important things that I think is the job to do here for me at least is the however we look at the town for the future or the be able to stay here when they when they grow up, stay with the families, with their friends, the community that they they know and and providing them with that opportunity. Okay. Thank you. Thank you. Yeah. So, thanks for having me. Um, my name is Scott Beltier. I day one I got here. Um, signed in earlier today. I think, uh, I think it did it just by the 3:00 deadline for me to get sworn in. Uh, my family and I lived in Ashlin for almost eight years now. Live on Warren Road, back up to the state park, which dog walking

017every day on leash of course. And um you know I just let me said it. I wanted to give back to the community. I'm on the Ashlin Business Association. We came here for a meeting and the the select board was here. We had a conversation and they said the spot was open. It really kind of piqued my interest to give back. I'm also a member of the uh high school site council. My older son graduated from high school last year. My younger son's graduating this year in weeks. I guess I could stay on as a community member. Really like being involved and what's going on, seeing how I can help shape it. I moved around a ton. Grew up in Western Mass, but bounced around to a whole bunch of different places. This is the

018first town, including the one I grew up in, that I really feel like there's a sense of community um throughout the whole community, and really enjoy that. You know, I really want to see like what can this town do next? Great. Thank you. All right. Um, like I said, I thought I would um the reorganizing the board, which is just where we kind of make sure all the the seats are filled and um do some committee assignments if we're ready to do that. But we always do it with when there's a full board. And last year, I think it took us until August um because someone was always missing or we had such a full agenda, we just couldn't get it done. So, um, so I wanted to take the opportunity to do it, man.

019First thing and let's just get it resolved so that we can we can that's right. Catch us when we're all here. Um, so that we can, um, we can just move on with the work that we need to do. So, the first thing, um, the first thing we always do is the chair. And so, for I'm just going to turn it over to Elro briefly. Actually, I'm not sure. Well, I'll have you be in control of of the the process. Um, but I will say that um last year at this time um or last year in August um I was really looking to uh give the position away. I had at that time been chair for three years and um but um but given everyone's busy schedules I think and busy work schedules and the

020fact that I'm very local um it it did fall back to me with everyone um taking a uh trying to take a little bit more of the load you know off me for the year which which which helped um this year um and I'm I'm very happy to hear anyone else that is interested But I I feel like this year, given that we will be getting a new director of planning, we'll be getting a new um um assistant planner um uh we have two new members who I assume aren't interested in stepping into the chair of the board. Um that I I've had kind of um and I know that both um Anna and Deepa have um extremely busy work schedules um right now. So, um I have decided that it might given my experience

021as chair, it might just be that that I'm willing to to stay on as chair if that suits if that suits the board and help us make a transition into the new uh town staff positions and new members of the board. So, that said, I'm happy to hear. So, I've thrown my hat into the ring. I'll let Elvver I guess ask if there's anyone else. I guess I'll I'll jump in and comment that um I do believe with a brand new board and the reorganization if Trisha is willing to continue that would make the most sense to me um at this time. I do think that you know with new members once we all get acquainted if there is interest um you know I guess my question would be how often do we want to

022reorganize only for elections or at the start of the year etc. I for one would be open to an annual discussion rather than just when we have new members so that if others who have become more acquainted like the new members we just got if they want to be considered for um a seat if you will at the table as leadership for the planning board. I would be open to having this discussion, you know, at the start of every uh year, for example, rather than waiting until we have somebody new on the board. Um, so that we can give Trisha an occasional relief uh opportunity because I think in the past she has sometimes wanted to walk away and could not. Um, so with that, I certainly support Trish Trisha's interest and would be happy

023to to vote for it. And and actually, we do. It might seem like it was a long time ago, but we actually do after every May we talk about reorganizing the board, but last year in particular, it we just couldn't get the five of us. It first we had very a very busy agendas and we just couldn't fit it in. We had we had to I don't know what was in front of us at the time and then it but I believe it was August before we finally did it. Yeah, I think we tried you tried and from May onwards it just didn't happen. But I think um and I was curious when you said uh annually right now we are doing it. I just that we're not following calendar year but we are following

024the new term year but are you thinking of something different? Uh, I mean, if we're doing it every May, if we Thank you for Trisha for reminding me. If if we kind of have I guess I want to make sure we're doing it yearly, even if we don't have an election. Meaning, even if we don't have a replacement for someone, um, you know, if we if we have the exact same membership and nothing changes, it's still a good thing to do as a matter of practice. I don't think we have formal rules as a planning board. And so, I'm just suggesting that in my opinion, Trisha does a lot. I think it's great she's willing to step up. I think with new membership, it makes a lot of sense for her to continue. However, I

025do want to give our new members a chance at the table. If they grow in confidence and comfort and they want that, you know, as long as we're coming back to this yearly, it's a good thing to come back to. I will be happy next May if if someone is ready to take the reigns. Meanwhile, we will have intense training between now and then uh so that someone is ready to do that. So, be careful what you ask for, right? Maybe. Maybe. So, don't Isn't there an election every year for a positioning board? So, if we do it after each election in May and it stays annual and makes the most sense it Yeah, it is when we typically do it. The board doesn't always change every May because people can be reelected. Yeah. So,

026but I mean like if we just do it post election second meeting in May request for every year and then this way. Yeah, that is what we'll we'll be doing. So, so do we move to I think we need a motion. I'll make a motion to um appoint Trisha as chair of the planning board. Second that. And a roll call vote. And on this one, I think Scott does vote. Camila still has to hold on. Okay, I'm gonna have one more vote than you the whole year. So, I think you start the voting, right? And I test I Scott Peler and Trisha Kendall. You didn't say how you're voting though. Oh, yes. What do I How do I say I? We usually say I. Okay. But I which is just what the board did before

027me. So that's why we do it that way. No other reason. I never gave it another thought. You'll notice that the the school committee votes a different way. The select board votes a different way. Both of my boards have always voted like that. So that's everything I know. Oh, vote that we vote. Yeah. Planning board and zoning board the same way. So Okay. I don't know. Maybe Peter did it. He left something. Yeah. Well, yeah. I don't know. So, okay. So anyway, I guess that's that's that. The next thing would then be a vice chair. And so um and Anna, I have a question for you on this time. This is this will be a little discussion. Um I know obviously that you are very busy in what you're doing. Um it seems to have

028gotten even busier in the past six months. Anna has been serving as the vice chair and I assume will be continuing to serve as our member of the comprehensive plan um this year. So I'm wondering if that role if the vice chair still works for you or that now that DEPA has changed jobs maybe has a little bit more availability if if that's something you a role you want to continue on or or what are your thoughts on that? So uh if Deepa if you are interested in stepping up to vice chair um I certainly would be open for conversation. We also need a secretary uh because we lost um Kate, right? And so she used to have that position. So I there is a benefit for me to continue in the vice chair position

029because I am still the only member currently on the comprehensive plan committee. Um and so there's some benefit to that and certainly if Deepa has more time and um we do have other roles if you will but Deepa if you have strong kind of preference to try vice chair I certainly would be flexible and um could potentially support the board on the secretary position. So um what where where are you with this DA? Um I like Trisha said I am off one board so I do have a little bit of breathing room. So um as much as I say that it was a challenge to take the first step on that next topic but um I do have time so I can support but if and if you want to continue as a vice chair

030I'd be happy to step into the clerk role if that's something you're you're saying you'd be willing to try either one either the secretary position or the vice chair. Yes. Do we have interest from our new members in either position before we move forward with an official sort of here's who wants to do what? Yeah. So there's a vice chair. The vice chair basically um becomes I think the for for me the vice chair is someone I need as a sounding board because as a via open meeting law um we can't discuss a topic other than in public meetings with more than one other person. So, as chair, issues are coming at me regularly out outside of meetings. Um, and things that homework that needs to be done between meetings. And so, I find that

031it would be a really good to have some a sounding board, someone that's available to have phone calls in the evening or um um obviously not every evening, but to to talk things through. And so that's the kind of um availability I'm looking for that that the vice chair also would step in and run the meeting if the chair wasn't if if the chair wasn't here for whatever reason. Um that could be because you're out of town, you're sick, or it could be because a project comes up um where I would need to recuse myself. So the the vice chair would step in and run the meeting. There's also the secretary position which we have recently really defined well with our former member Kate that involves essentially um keeping track of public comment that we

032receive, reporting to the board at every meeting, a summary of the public comment. Kate also kept us organized relative to specific tasks if you will, a checklist for every project. Um yes, it's important to note that the secretary who actually we called the clerk um clerk uh does not take meeting minutes that that is done for us. It gets done um by someone outside. Y so um I I will say that as busy as I am, planning board business is still very important to me and I think Trish and I have a when I run the meetings I think it's gone well to kind of cover for Trisha and I'm very comfortable with that role. Um, right now we don't have any big projects coming up that I'm aware of where um, unless I'm wrong,

033maybe our you can speak to this, but I'm not aware of any major projects that require heavy lifting outside of our meetings right now. Um, so the responsibilities right now of vice chair, as far as I know, and Trisha can correct me, um, are relatively light. Um, I will also add that we need a second member of the planning board on the comprehensive plan committee. And there, you know, again, if I'm the only one right now on the comprehensive plan, there is some benefit, I think, of having me in the vice chair position so that when we present the comprehensive plan to the public and we aim to get it approved at town meeting, there can be a unified front between me and Trisha as chair and vice chair. and that can have some benefit,

034I think, for for the public's support of the comprehensive plan. So, with all of that, I'm curious where our new members are, what their interests are um in in all of this. Correct me if I'm wrong chair to present the comprehensive plan. You don't have to be. I'm just saying that could be a benefit to that. No. Well, and maybe it would be and maybe it would be best to look to to introduce the other things as well. So on the planning board, obviously there's the chair, the vice chair, and the clerk, which actually we didn't until Kate joined the board, we didn't we didn't use that position. That was kind of a new position that Kate kind of formed. Um but other things in the board and we can um turn to the second

035page of the agenda under reports. Um besides design review committee those are openings the comprehensive plan the community preservation committee and the metro west regional collaborative these are places where we do have openings people to participate um I had sent I don't know if you received it I had sent um um I think it was just yesterday after the election I had sent to um Camilo and Scott um talking about positions where I thought And it's always up to you to volunteer or not volunteer, but positions that I might that I thought might be of interest to you. For Camo, I had asked about the Metro West Regional Collaborative given that he's already has his uh fingers into the wider world of planning out there outside of Ashland. Um it's a good way to to

036make context in the Metro West region. And um for Scott, I had asked him if he might be interested in the um community preservation committee mostly because of a conversation we had where he was already interested in, hey, how can we have better fields? How can we, you know, access different types of how can we work on different types of projects that way? Those just sprung to mind when I was talking to you both about different things. But you're not obligated to into anything or or no position at all. Those positions have been empty in the past as well. So um and then as uh Anna was saying there's also a second seat on the comprehensive plan which I think will run about three more meetings I've heard. Is that right? So it's difficult to

037predict because uh it depends on uh certain steps if you will in the process. So the comprehensive plan process is a multi-year process for the town of Ashland. There's a large committee of precinct representatives and different groups in town including two members of the select board, two members of the planning board. Um the comprehensive plan committee also is supposed to have a planner and right now we have no planner on that committee. Um the budget for the consultant is running out and the consultant is only available for a limited time. However, the comprehensive plan committee needs to complete the drafting and also the public um input section before the comprehensive plan can be presented to the planning board. So, with the consultant, there's probably three more meetings, but if you include the uh the rewriting

038and the involvement of the public, it can certainly be more. Um, and because of a lack of a planner, um, the new member of the board who mentioned he's currently in a planning role, I'm very curious if you would be interested in that particular seat because frankly, we need someone like you right now to help wrap up the comprehensive plan process. Um, so I'm I'm curious from both of you what your reaction is to all this before I I officially u confirm my interest in the in the the vice chair position. Yeah, I guess it depends on on the extent of the involvement. I mean, I've done master plans myself, other communities and I work for the one for law, so I'll be comfortable with navigating the world of the our master plan. Um I

039guess I would need to understand more you know what's the involvement what's left and and what will be the the the extent of the needs for that planner on the comprehensive plan and and for the metro west regional collaborative I'm also reading more about what that entails and what that means before I commit but I'm I'm happy to help but I just want to make sure that I don't overcommit to stuff. Yeah, I myself uh cover the council meetings in in law that has me working Tuesday nights. I already have our bi-weekly Thursday nights. Um so it's it's it's sitting quite a few of of the hours which is fine. So I don't want to answer it now. If I have time if I can get time to read more about what this means, I'll

040be more than happy to get back to you with either or or category. I'd be happy to chat with you outside of the meeting about the comprehensive plan work. I can tell you I would consider that to be very more urgent if you will in my opinion than the other thing. Um just because we're we're understaffed on this on the town side and in this metro west regional collaborate does it need to be filled now? No. Because to Anna's point I would argue the comprehensive plan is at it later stages. It probably needs the person now versus this. if this is something that we can go back as Ash done and say here we have a a member of the planning board but in I don't know two or three months whenever we can offset

041some of the the the tasks here. Yeah, absolutely. And I'm I'm even just thinking that um now that we're having this that we we're having this discussion and then I I don't think really there's any um need to assign necessarily positions tonight. If if someone's interested in a position, they can certainly say if we want to all give it some thought and come back on the 12th, we can we can do that and um um and see I mean if like I said if someone has an im you know an interest that's fine we can talk about that now but if not we can we can certainly wait until I was bringing it up because it it it gives context for the the vice chair position or the secretary position so that if if our

042new members are interested in a particular item you gives them a sense of capacity and time. And I I would argue that in the sense of urgency, maybe whenever you have a chance, we can talk about the plan for sure tomorrow or the weekend or something like that and then we can gauge. So are you or Scott interested in either the sec the clerk position or the vice chair position? I'm not I well not at this moment six hours after this. Okay. I just And by the way, when you leave at 8 o'clock, you're going to get assigned to all these things. No, no, I'm I I am interested in the community preservation committee. I really want to get on that one. Um, and I'm open to at least one other of the other positions

043that are on there. I don't really want to do the clerk or the vice spot. I mean, we don't have to fill up all the positions right now. No, but I'm interested in being on I'm okay with being on more than one committee and kind of Yeah, we don't. And I do think the if I I I do think the um comprehensive not the comprehensive plan um community preservation committee. Too many C's. Um I I do think they have a meeting the first week of June. So, um if if if you want you we could both go to that meeting um as an as an introduction and see if it you know see if if you want to fill that seat and officially um I mean I'm if you're sure you want to do it

044I'm I'm happy to you know that you can go in that seat. Okay. And I can we so what what I will suggest is u I I definitely believe in collaboration and new energy and I think the fact that deep is interested in the uh vice chair position is really great. What I would suggest is I I have me remain in that until the comprehensive plan is all wrapped up. And I don't think we need to wait until May if um after we wrap up the comprehensive plan um if Deepo wants to kind of reverse roles and and step up to the uh vice chair position and nobody else is interested in clerk, we can figure things out. So if if Deepa is open to kind of the the back and forth because I think

045a lot of these roles are really who's available, you know, when Trisha needs support, we we all jump in whoever is open. So with that in mind, I I will throw, you know, I would love to be vice chair uh for the time being. And um if there's anyone interested in making a motion, I would appreciate it. I second that. All right. Or we'll call vote. Oh, that's kind we have to skip this guy for now. Sorry, I can't hear you guys. Oh, we Scott was kind of confused like wondering what order is this that we're going in. But we always start with Deepa and then we go to Anna. It's I think when we joined the board, right? And I'm always at the chairs at the end. So um we will be by No.

046So I think that's how we for some reason we got into that like I I joined after Trisha. So I for some reason always had landed up then Anna joined and then we had other members. So for some reason we got into that rhythm. So I think it was seniority and then chair at the end. So But you're most welcome to change it. Welcome to our odd traditions. Right. So I will say we as a board don't have formal rules and that can be something that we take up take upon ourselves for the future. Um and so if our new members have an interest in some ideas of formality and organization, I would be delighted by that work. So um just in the as the last thing Scott so if you are interested in that

047position I am happy to make a formal nomination to put Scott Pellet in the position of the representative to the community reservation committee. I second that. All right then there's another roll call vote I task. You can vote for yourself I and Trisha Kendall I. So, and I I will let you know about that meeting and I will plan that I'll go with you and make um introductions and so you can get to know the group. You don't need to six hours and then are you going to step up for the clerk position? Do we have to fill it? You know, I'm not sure we need to fill it. I've been Let me look at that. I've been kind of setting up my own email to put in the, you know, the correspondences that we

048get um to kind of more integrate Kate's role into our normal Yeah. into our normal process. At least that's what I've been doing. I think in other boards sometimes when you don't have a staff member, the clerk is kind of like the person that assists on like those little things. So maybe like on the next meeting, you decide who will be maybe like an extra point person to like reach out to any extra staff here in the town. I I will say we we're not going to have a planner shortly when um without a planner. I I for one think having a clerk made a great difference for the public and and it is one more leadership role so that um there is a an official third person on this board with a title of

049leadership. So I for one would really recommend it um in light of Deepa's availability. And there's a way we can define that role and make it even better. I I would hate to lose the traction that we gained with such a public um public participation focus that Kate had. I'm going to table that one actually then to the 12th because I'm not sure um I want Deepa to be sure she wants to step into that role. We should need to discuss actually what it is because I have been incorporating those things basically just into the the the normal way into a normal meeting. Um, so, uh, so we'd want to really define what that role might be, what it needs to be, if if we need it, and what it might become. So, I also

050want to note, um, that the the second position on the comprehensive plan, if it's not if it isn't something that you can do at this time or interested at this time, um, I will be, uh, stepping forward to take that position. So, we will have a second person on that committee. Um, So you don't have to feel that it's do or die. So but but yours if you would like it. So just a question. Um if because they're going to talk soon, right? Like hopefully over the weekend. If you like it, can he start participating in it before we vote or does he can I can I make one can I make one clarification on the comprehensive plan position? My understanding, Trisha, is that it does need to be voted upon and approved both by

051the planning board as a unit and by the select board. I don't think we can just plug someone into Kit's role. If I recall, the two planning board members and the two select board members were selected by each group and then voted upon together. Right. So that's true. So when they first process, throw somebody in. Yep, I got it. Wait, wait. So you'll see. So I will see if um well Camille can see if he is interested. If he is interested then we will follow that proper process with the select board. If he determines that he cannot do it at this time then I will submit we will again decide as our group and then we will follow the proper process. So um so yes there we'll we'll make sure things are done uh done

052properly just to make it clear. Yeah. Okay. And and again, I would be delighted to have a planner on that on that group because without a planner in the room, it's been very difficult. All right. So, it is actually exactly 8:00 and I want to be respectful of your time and wherever you need to be. You're being missed on comprehensive plan team. So, um I'll take right now. Yeah. Yeah. And so those are and the other things on the list um are we're reviewing a letter we've been putting together for the most recent 40B. Obviously that just goes to the state and the zoning board of appeals. It doesn't come before our board, but um but we'll be the letter actually needs to be submitted by the end of May, but it was something that

053the three of us were drafting and we will definitely once the draft is put together, it will be sent to all board members. that you'll have a chance to comment on it as well. It'll be happening pretty quickly over the next five or six days. Sorry. Um so it's comment via email and then right it'd be it'd be comment um back to Elvo. Um sometimes and we'll determine if we need to do that. Sometimes we do call a very short meeting online to discuss to discuss those things and we may need to do that. um it you know when we get discussing it we we'll see if it's see if it's necessary to do and I guess just a note to that point make sure that you always reply just to one person don't reply

054all because that will be breaking the open meeting law so if you get an email from anybody from the planning board you don't want to reply it to all you will reply to that person and then send anything to me so that way it's not breaking the open meeting law email do you send to you both today the town cler will set up your emails so you guys will be getting a email at ashlandmass.com email I believe that that's already in process to get you an email address okay so question on this are are we ready to go to the next topic I'm just actually seeing if needs to go yes thank you so much Thank you to running next week and thank you. Good luck. You're welcome. And I can catch up with you

055to about the end of the meeting as well. Okay, sounds good. Thank you. Thank you, Anna. Very nice to meet you. Okay, so um you were in the middle of asking a question. Um do we always have to send a letter for the 40. I really like Joann's kind of s Joan's suggestion, but I was just curious because as I was looking for points, I myself was not convinced um convinced on the information I kind of started to pull out for that zoning part. So, it didn't feel powerful enough for me itself. Um so, I was just curious like do we always have to respond? We do not have to respond but um in the binders. I think is is this in the binders? This I I put in for um especially since we have

056new members um you know the process for 40B projects. And so it it's one of the few um ways um that is in the official process that the planning board can contribute to that process. um it's not required but um it would be in a way um giving up one of the avenues that we have. Now that said um as we know from previous projects our our letters can be long and detailed. I don't expect this one to be but the first one was long and detailed and it didn't make any change that I can see in the official process. However, I think that letter also does go to the architects and the the team um so that they can read our concerns in that letter. So, um I feel in that way it has

057some value even if it doesn't change the process. I think where I was coming from is like the first project that we wrote that letter, we had spent over a year on that project, right? So there we were some in some way connected to the history of that project. So we were so vested in it. So the letter was powerful at least from our end irrespective of what the final decision is 61 waverly the next project I think the tone kind of started to come down and now when I was starting to kind of gather information for this third project it was like it didn't feel compelling for myself when I wrote only that one small section I don't know how the two of you felt when you pulled out information because the drawings don't

058have so much information right it's hard to talk about density because you are not you don't have that full information in front of you. So um you can't talk about the emergency vehicle kind of turning radius because the drawings are not complete. So you'll know so less about the project except those 10 pages that was given to you. I I personally struggled to even gather five sentences for that scope. So I don't know how the two of you felt when you kind of looked at it. So I was wondering if there's like a better way to convey our intent and I'd really liked uh our public comment this afternoon evening that maybe there's other ways to kind of mitigate this versus the path we've been following. Yeah, I mean there's definitely other ways. Um so

059and and that's why I had you know asked to have information sent that we can talk to the select board and see if this is um something we want to pursue. But this is one of the this is one of the means that's embedded in the 40B process. And so, um, as the planning board, it seems, um, it seems a good place to put down our thoughts as kind of, um, uh, you know, a a difficult process as it is getting with each 40B, you know. Um, so, um, I was able to I did I did meet with Marcelo to talk through the design of, um, of the, uh, of this 40B and and then we could kind of talk back and forth about that aspect of it. And then, um, I wrote down, you

060know, put that all into text which I gave to Alvo. Um, so, but yeah, I mean, Anna, what is your take on that? Uh, I mean, the only section I was supposed to comment on is whether I want to change our basic kind of historic part where we talk about what a great effort we've done with trying to move towards um, affordable housing. I did not I'm looking I don't think I ever got kind of an updated memo of our inventory. So, there wasn't really much for me to change. Um, I don't know how our numbers currently are. if usually Peter would prepare some type of update and I did not see anything like that from Albero. Um, in all honesty, I don't know if we really need to change very much of our history

061section from the prior letter as long as we essentially make it clear. Um, and there's se certain paragraphs in the introduction section um, as well as um, really in the introduction section that make it clear that Ashland has not been we have not been lazy relative to affordable housing. Um, I wonder if it really matters. It in the prior application um, letters to the state, we tried to make that case and it didn't work. Um, the way the 40B process really structured is until you meet the official threshold, uh, the state appreciates all of your efforts, but your efforts are not the threshold. So, I wonder how necessary this truly is, that particular section of it. Um, because we're basically just being like, hey, we've done everything we can, but we really haven't done what

062we're supposed to do. Um, so I doubt that part is as important as the design element, Trisha, that you have with Marcelo. I'm not sure that's true given the seven uh cir the seven points that the 40Bs make of that's in the letter about things that they actually pay attention to. Um, and what I mean is we really cut and paste the history. Um, but without like new data from the planning department, there's not much to edit. I don't really know what the current uh percentages are or if the legal projects, if you recall, there was one project that we were going through as a town. I have no idea what the status of that is. So basically, so basically the the the pro the letters we sent from the project before you would just

063take exactly what we had there, change the information to the different project address, update the update the SHI information, and then we could plug it in would be your thought. That would be ideal, right? All right. Well, Elro, maybe I mean um I think it's time that we're going to have to start actually putting it together. We only have six days before it's due to the state. So, um, Elvro, if if there's any updating that needs to be made, maybe you can do that and you and I can just, you know, put the put the letter together. I'm just kind of like looking at what was the last um letter that was sent in which would be the 55. Yeah, I think the only 61 waverly and I think the only like changes however not

064really official because the numbers haven't come out from the state giving us what is our updated shi is what is there because it's already mentioning 12 pawn street is mentioning 100 chestnut street uh it mentions 501 pawn street and then it mentions are relative to 1661 Waverly so I think most of that data is actually updated as best based on the assumptions that those projects were in front of the planning board approved and then one of them is on court. Okay. So, we can definitely copy and paste that and then just kind of like give a better intro introduction to the start of the letter. Okay. So, and why don't you just send over what you have? I did and thank you. You I literally sent it this evening to Albero. Um my this one

065is the big picture is like it isn't the right zoning. You're allowed residential. Um the site plan had 9 by8 parking spots which I thought ours was 9 by 20 by standard. That is what it is in the bylaws. Yeah. Um but we have been thinking about there was an interesting utility easement that runs right across the site and the building is sitting right on top of it. There is a grant letter on that easement but that does not say that they have permission to change that. age is a possibility to grant. So I don't know how that really factors in into this whole picture because the building is sitting right on top of it. So there's going to be foundation of some sort on top of it and if it needs it's that utility

066easement is for maintenance. I was not clear of how that should if that even mattered in this picture. The heightwise um our bylaws because it's um highway commerce I think we are allowed three stories or five and this one is four and a half. So it says three to 35 or and or five stories. So it looks like five is allowed in this special permit or something. It does not say special permit anywhere except if it's like a mixed use. Okay. Um this is not a mixed use and I think by 40B you don't need a mixeduse component to it. Um so they have four and a half stories for this project which again checks the box. It does not raise any red flags. The topography is kind of sloping backwards. So even though it's

067five stories in the front, it goes up to three stories at the back. So I don't know. Um, what I couldn't gauge is the emergency vehicle path inside the property. There is one entry and there's an exit through a kind of like a tunnel into the building. By rough calculations, it looks like there's about 14 ft for a fire engine to go through, but there's also a loading dock right on the other side of that path. So I'm not sure if these are pointers that really would help our case with a 40B application. Um so from zoning point of view I didn't find anything that's like oh my god this is a great point and a strong this one except like it literally checked lot of those boxes. Um they're clearing out trees which again

068I think by our one sentence we have is that not to clear trees on the setbacks that you're supposed to. They clear the frontage. They meet all the front rear side. All those setbacks are all checked off. So from zoning and sight, I didn't find any red flags except that check of the emergency vehicles which they may have dimensions, but it was hard to gauge because there's not clear dimensions on the path of that and which they will have to meet. I don't think they I don't think there's any compromise on fire safety. So, okay. Okay. Well, maybe it's something then that Elvro and I can combine into a singular letter, a singular voice and send out to the board for any, you know, final comments. Yeah. So, yeah. So, in the one that I

069kind of drafted and just put the two comments together, there's the first section that is deepest comments and then the second section is what you send me, Trisha. Mhm. So on top of it, we can add the previous informations and the last letter about what is the status of kind of like our housing stock. And what I can do, Alvaro, is I can send you right now the I can cut and paste it out of the prior letter, the part of the history of all of our efforts. That's okay. I have it. So I can just copy and paste it. Yeah, I'll send it to you right now. No, he says he has it. Yeah, I have it. I I thought the previous one, Beverly Street, had a little bit of story that may need

070tweaking to this project. I can put it up because I have it. We want to just make sure that it is relevant for this. So, I think this is what you're referring to. All right. Yeah. And it's also Yeah. Is this a the waverly one? Yep. Yeah. We'll obviously need to go through and you know just make sure it's relevant to the story or context of the site further into that. Yeah. So that we're not um um referring to the pre the previous project by accident. Yeah. Yeah. the site appropriateness concept. Yeah, because that zoning that zoning actually gets into you know the wild limits I think that this isn't this the same thing? Yeah, key zoning. Yes. Yeah. So that would be the but if anything that's your comments can be plugged in on

071that section and then it can follow in architecture. Yeah. Okay. Well, can I ask a quick historical question, please? Um, so we're going to write this letter because it sounds like there's some violations against our zoning in our town, which we want to push back on. Right. Right. Like the parking spaces are not the right size and they might be cutting down trees that are over six inches and stuff like that and maybe the fire part is not right. But in general, why are we what was the decision to push back on this project besides the parking spaces? It's basically it's basically an opportunity for um so the um you know obviously the 40B pro process passes over the planning board and goes right to stone the zoning board of appeals. So normally a big

072project would come to the planning board not the zoning board of appeals. So, in a 4DB project, it it passes by the planning board, goes to zoning board of appeals, and um the the applications can get a waiver for basically any of our local zoning bylaws. So, it's kind of our opportunity to say, actually, our lo local zoning bylaws are important um and it and and to try to get the project to to honor them in a way. So you're kind of presenting that case to the state about why we think our bylaws are important. Got it. So if they came back and they're like, "Okay, we won't we'll put in the right size parking spaces and we'll make sure that there's a fire thing that that firet truck can get in and we'll make

073sure we don't cut down any trees that are larger than six inches from the setback. Um then we're we're good with it." No. So 4E is kind of like another mechanism of permitting rather than site plan and that goes through the Sony board of appeals and that overpasses. I get that they're bypassing. I understand that part. Thank you. Um but what I don't understand is it feels like we're against this and I'm asking are we and what's the history of it? It's the density it's a density of apartments that's starting to pop up in all these locations. um which is something that I was trying to understand. I I kind of searched for projects which were rejected by zoning board of appeals to see what were the conditions where zoning board of appeals rejected a

07440B application. One of the applications was because of the density. Um, and I couldn't find a rule of thumb that I could say, you know what, this is 4.9 acres. How many units can you have that that means the footprint can be shrunk? Um so in that project that I read the zon uh zoning board kind of reached out to the applicant and asked to reduce the density of that project which meant that reducing the footprint and the applicant did not heed to that particular case and they did not come back to the zoning board of appeals with an updated project or footprint. So the zoning board of appeals literally rejected that project. So that was one condition that I saw uh and I could not find a rule of thumb like what is it

075per acre that you can say how many units you can because it felt like 4.9 and what this was like 120 units 116 I think it felt pretty dense so and but I couldn't figure out what is that rule of thumb that we could come up with. So I guess in in maybe an answer to your question as well that like we don't um in a way we we don't have an opportunity to have the project presented to us or to see it. All we can do is discuss it amongst ourselves and try to look at our zoning and see things that we we would might want to question if we could, right? And put those in a letter and and send it to the So it doesn't it doesn't necessarily I don't think anyone

076we're not taking a vote. So, no one's making a judgment if we're against it or not, but it's about being able to have some kind of input as it goes to the state. Otherwise, except for going to zoning board of appeals meetings and talking as a as just as a resident, the board doesn't have really a voice in that at this point that in that process. Does that make sense? Yeah, that makes sense. I just I I get the feeling that all of the 40B projects that are going over us are all universally seen negatively in the town. And I what I'm trying to find out is are they really seen negatively on the holistic part of the town? Um Jones idea sounded really good, right? Like you know they got a lawyer and they

077pushed back and got some changes made. But is that something like are we pushing back because we just don't want anything there? Are we pushing back because we really want it to be a smaller project or a less dense project or like what is our what's our real goal and feeling behind this? But what I can tell you what I can tell you, Scott, is that during the comprehensive plan process, we had multiple public forums on what the public sees as the way planning should work for Ashland. And there was quite a bit of feedback from the public of concern about resources, density, and um essentially growth without planning. The problem with 40BB projects in general is they tend to um come into into a community without much choice. And so you're absolutely right. Sometimes

078the public just doesn't like that idea rather than uh really looking at a project in a unique way. I I don't think this planning board has taken a policy position of rejecting every single 4B. I think what this planning board has tried to do is ref be reflective to the public's concern that these projects should be more sensitive to the town's uh developmental needs to our lacking resources and to design elements and density elements that are more congruent to what uh fits into Ashland. Um because the town of Ashland is not Framingham. It's not nic. It's its own historic place with uh people moving here for a particular kind of lifestyle and generally the comprehensive plan process underlined that that is the public's concern. I I would not describe it as an outright rejection. I

079would describe it as a concern about development that's not consistent with Ashlin's um aesthetic and planning. Yeah, like for instance, the 10 to 60 um main street project was actually in front of which is a 40B now was actually in front of the planning board for about a year. We talked about that project in a different form. Um and it had I think when it left us it had 184 housing units instead of 250. It had a big commercial component. It was being developed in a way that we felt pretty good about it and we were getting to some design elements that we felt pretty good about about that project. But in the end, the owner of the project uh found um that he couldn't get investors in it, that maybe it wasn't maybe it

080didn't pencil out. And so the project was pulled and then resubmitted as a very different 40B with very little commercial and a lot more residences, which the the project we worked on for a year, we thought was a obviously a lot better fit for Ashland and our our downtown area. So that's why we did have actually a good deal of feedback into that project. The second one at 61 Waverly and people correct me if I'm wrong. We had many fewer comments on that, but it was originally presented to us as three or four or buildings, many separate buildings on that site, which we thought it was used the site in in kind of a good way that it was probably an appropriate place for housing. We didn't have a lot of comment on it. Um

081but so we sent those to the we did send some comments to the state. Um but when the project came back to the zoning board of appeals, it was now all one big building instead of three or four. I don't remember how many it was. It was at least four. Two, four stories. Two, five stories. Yeah. And then and then a little community building or something too, right? So it was a very different project. It became a very different project that went to zoning board. Now it's just one it's just one building, right? So, um, yeah. So, it feels a little bit like it's a little it's it's a little out of our we're trying to represent the town and what's best for the town besides just units. Um, but it's a little of out

082of our hands. So the the letters which are a part of the natural process of a 4DB is at least an opportunity for us to describe um as people representing Ashland what what we think the goals are for Ashland um versus an outright rejection of of anything that comes across. So that's kind of the the history um of it. So I think that's a very good summary. Um and I will also add Ashlin has done has done a lot. You know I want to be clear my earlier comment that listen doesn't even matter was not that I don't think we should include in this letter our history of all of our efforts to hit the affordability numbers. We should um I just think it's a cut and paste and update of the numbers. So the

083rest of it the design element is much more substantial uh because I think the state appreciates our efforts but ultimately we have not hit the threshold. One thing I wondered is like does do all these three different projects have different affordability component because it felt like this one 55 West Union had every unit that you could count against um for an affordable unit versus I don't remember catching that in the other documents and I was curious like because I think this describes 20 to 25% affordable units, but I don't think 55 West Union was talking very similar lines as what 501 pond was. So maybe something to look into when we are uh because it caught my attention this morning and I was like, wait a minute, why are we fighting this battle? Because does

084this help us actually in another way? So like the percentage of AMI like the Okay. Yeah. So maybe something to I I I wasn't good at looking at those numbers, but there is a chart on the on their application which talks about that AMI percentage and I wonder if I didn't translate that correctly. So maybe something to look into. Yeah, that's a that's a good idea to look at that more carefully. Yeah, maybe that's kind of the differentiating factor between each project. So we should kind of start paying attention to that. Any other questions on on that? So, we'll put that together. I don't think it'll take long to kind of put put the rest of it together and send it out for everyone's kind of review. Yeah. Okay. And then the next thing on

085our agenda, I think Alro put it in here. Oh yeah. So the last thing last page before number one is this um spreadsheet and this is one of the things that um Kate had developed as town as not as town clerk as planning board clerk um was this uh task list um um which had evolved out a little bit out of our the retreats we have. They're very few and far between, but once in a while we grab opportunity to have a retreat just to and it's just an like a two-hour meeting solely dedicated not to anything on our agenda, but just to discuss what do we want to be working on as a planning board. And so this list has kind of has kind of come out of that. Things weren't obviously necessarily tackled

086by order. Some things came out of that things we had to address. others were just issues that had come up now and again that we thought we should address. Um and so when we have time um we try to um plug away at this list and and the list is always growing and changing um and anyone can suggest things that should be should come onto the list. Um, but I only want I only put it on the Well, it's it's a typical part of our agenda now to have it on there because sometimes we have very full agendas that and things drop off at the last minute, meaning that we're here and we have time to discuss something, but unless it's on our agenda, we're not allowed to. So, it's kind of a placeholder for

087a general discussion of topics when we when we find ourselves um with extra time, but I wanted to have it in here so that um you guys can kind of see it, see where it sits, the kinds of things we the kinds of things we think about, um the kinds of things we want to tackle, but obviously there's still room on the page for for more. I guess it's time to update this as well because Peter's name and um town planner is working on this in present tense. So I think we should update this. But I really like the idea of meeting with zoning board of appeals and maybe kind of like have a working session to see what would be helpful as these 40bs are coming and what we can brainstorm. Yeah, it might

088actually be a good question about what um how how we can be of more assistance to them. Yeah. Yeah. Yeah. So, do we go like line by line on this or do we just kind of browse through it and see if there's any updates? this this today. Yeah, it was just is more informational, but in I mean um it'd probably be better to go through it when Milo is here as well. And I think this is more like a working list as we came across challenges, unknown territories. Kate was great enough to kind of start to document it. So, it's like a running list. Um, and I'm and I love that we started to cross out things as well, like the affordable housing. We obviously had that out of a way and I think we're

089starting to do it. So, it's not like something taskless for today. It's more let's keep it active. Yeah. That said though, um if you if something has caught your eye and that you would like an explanation of of what it is, why it's on the list, been happy to take a few minutes to talk about that today. I I do see that some of the things are need to be taken off. Well, the uh I just thought it was cool. Anna is working on something about downtown hotels that seems like it's just a cool idea in general. Uh, I would be delighted, Scott, if there's another planning board member who thinks it's a cool idea because I've been thinking and talking about it for a while. It does require I have some research on the

090hospitality industry and why this is a growing um economic development opportunity and if you have an interest in that as well and you'd like to work with me to present something to the planning board for zoning change that would allow hotels downtown because right now our zoning does not permit this. And so, for example, when we were originally considering the mill building project and trying to get that to be less density and the idea of a hotel was informally discussed, the developer said, "Well, it's not allowed in near downtown. I can't put a hotel downtown. I can only do housing or mixeduse commercial." So, if we can reszone to allow hotels downtown, that would absolutely boost the economy. creates a growing growing area of economic growth, but also would allow us a lot more creative

091development that's not just about lots of apartments. Um, so if you have an interest in that, Scott, if you think it's a cool idea, let's connect outside of outside of this without violating open meeting law. Um, and uh, you know, work to Yeah, together research, etc. Send me an email. Sounds good. I I'm not 100% sure about the downtown piece of that. I mean, just seeing what we just went through with historical group and like I doubt the hotel is going to look historical. Um, so that would get the right number of to be profitable, but something of that nature like maybe a short walk or something. I don't know. It's kind of a cool idea. I just think it'd be kind of a neat thing to, you know, actually benefit from that. I can

092tell you there's mill communities in uh in other states and in Massachusetts that do allow hotels and and and there are some beautiful properties the developers have created in different places that are essentially mill buildings that have apartments, commercial use and hotel space. Um and so there is a way to make this really exciting. We just need to reszone to allow for this imagination to happen. Yeah. So, it's part of the nice thing about having um new people on the board is that you see things with fresh pair of eyes and have interest and that in things that maybe will move some things forward. So, absolutely, I'm delighted. I think that uh if you're into that, Scott, I'll reach out and we can work together on that. You know, as long as we have it's

093a five member board, so as long as just two of us are are talking about it, we're not violating open meeting law. Um and so we can work together and then bring it back to the to the whole board. Yeah. just knock around some ideas, right? Yeah. Yeah, sounds good. All right. Um, anything else? Jump on. And then there's a couple things on here about ADUs, right? Um, and I know that's really big in state passed that. I know we changed our bylaws to match this what the state says, which is awesome. Um, but I don't I don't know if a lot of people understand what ADUs are and like how they can help either them or town, right? And then I know we're also thinking always trying to get towards that affordable number. Um,

094which may be kind of tough with an ADU because of with 900 feet, you probably doing two beds, one bath, it's probably going to be close to the price point or whatever of the right rent. But anyway, what I was wondering is is there something we can do like a bring in some experts like have a community open forum to like understand and learn about what an ADU is and why you want to put one or what would it hurt or something like that. Well, it's interesting that you said that because it's actually um I was speaking with a resident um uh this week uh earlier in the week um who was interested in potentially putting in an ADU but really didn't understand um the rules and regulations or well what's step one for me?

095What would be step two? How would I start to think about this? And um and she also suggested, hey, you know, you you should have some kind of some kind of meeting, you know, where where we can go through these things. And so, you know, um could be members of the planning board. I've I've done ADUs in in Ashland. Um as well as helping with the bylaw. Doug Scott obviously would be involved with that. And there may be some other components um components as well. There's there's a series that happens on the fall and the spring that is led by the town manager's office that is citizens academy which is basically like an introduction for residents to know how to like each of the departments work here how you like pull permits how you do

096those kind of things and Doug who is our building commissioner and zoning enforcer um provides information on it. So probably would be a great idea to maybe reach out to both of them and see if there could be an opportunity to kind of like explain residence and to have some kind right and to have some kind of um uh some kind of documented um step by step you know this suggested if if you're interested in doing this what do I do first who do I call what do I you know what what do I what do I do right to build an ADU I know builders who build ADUs like like they obviously want to volunteer their time to teach the public. I mean, I want to make sure it's I don't want it to

097turn into a sales, which is not what I want. I want it to be, hey, this is educational. This is how you get to that stage. Um, yeah. Sales pitch or something. Yeah. So, definitely that's Uh um like I said, it's actually on my to-do list after that discussion with the resident about how to to talk to Doug actually about um about that idea and um this I think I think he would we would want him at the table. So great. Anything else? Just couple ones. Good. Well, they'll always be in the we'll always be keeping it in in the binder. Um you've been here forever, right? Doesn't look like it's been five. It's up to six. Six and a half. Okay. So, back to my front page here. All right. Um, yeah. So, basically

098it looks like we're just up to our updates. Um so on section eight of the agenda it's just a list of as I mentioned before a list of different committee committees that are either um either we have a representative one or two representatives on that committee or um the design review committee which is a committee that sits under the planning board. Um there's not really a project in front of them right now besides the um the soccer fields, but I think they've already given their their notes back to us. I didn't think it was going back again, at least not at this time. Maybe in round two. Maybe it will, but we so we don't know. Um but um Anna, did you is there anything with comp else with comprehensive plan you wanted to talk

099about under the updates part or I I mean the only update I'll have is some concern I'm going to express that we're down a member of the planning board obviously we're down we don't have a planner in the room and the budget for the consultant is running out and yet there's quite a bit of writing to do to wrap it up uh and public forms to be had. So I just want to add some urgency to us uh on those two items. Okay. Um other than that concern I have no no update. Okay. All right. And when is the next meeting for that one just happened right happened. There is a subcommittee that I'm on that's meeting on Tuesday to review some additional items. I know the uh comprehensive planning committee is doing its own

100review as well. I don't recall what our next official meeting is. I think it's either next week or the week after. I believe it's the week after which is why the subcommittee of the comprehensive plan committee is meeting Tuesday. Okay. All right. Thank you. Where did the funding come for the uh it was voted for on town meeting. Um I don't remember what meeting but we voted for the money. It came out of like the general budget. I think the challenge uh I don't remember whatever money we put aside for the comprehensive plan the budget essentially the consultant team is I think Michael said July is their last day with us and meanwhile we have quite a bit of work that's going to go beyond July um to present this to planning board and then

101the public um so obviously that's a a challenge and We we need some support and we have no plan. Yes. I don't I don't remember what bucket it came out of. I'd have to ask Michael Herbert that. But um yeah, it was voted on at town meeting. Is it worth like because it sounds like is the consultant based on like months or is it based on hours that they work? Like if we stop I believe it's hours based because the consultant provides a bill to Michael. At one point Michael had indicated he would show the comprehensive plan committee the bills but we never saw them. I suspect it's a hourly model so there's a budget and we're running out of time. Yeah. Well, I just what I'm wondering is like is it worth like not

102talking to the consultant for two months while we get a planner and get you know a few more you know meetings to to get this so that when we hand it to the consultants like here this is what we need to finish up and I have no idea what's going on. So, please don't I'm just asking this question as Yeah. No, this is a really good question and I would encourage it to Michael. I I'm guessing there's a contract that defines the time frames because Michael pulled it out. You know, he was looking on his phone and he said that that's the the end of the contract period. Whether there's flexibility to kind of extend that is unclear right now. Um but it's it's a really good question and I can certainly bring it back

103to the comprehensive plan committee um as a question of can this be extended. I was under the impression it is a financial contractual limitation like you can't really go back next number of months and x number of hours. Yeah, that kind of combo. But I don't know. Might be worth asking for sure. I agree. We'll talk to you in September when we get more of our ducks in a row. That's a great idea. Um yeah, so Anna can can look at that. um Michael Herbert also a great question and I can also email Michael and CC Scott. Uh and Scott, I don't know if you've worked with Michael Herbert before and I can uh you know indicate we have a new member on the planning board who asked this question. I want to make sure

104I'm framing the question accurately and I can certainly pass that on to Michael so he can be prepared for the question at the next meeting. I'm sure he would have an answer given that given that that that deadline has always been on the horizon. So, um, okay, design review committee, we don't have anything there right now, though I do think, um, two members, I believe two members of the design review committee's terms are up at the end of June. So, those will be Do they have a full board? I think they have four members. They have four members. um four out of five and no um alternate associate alternate members. I can't remember what the term is called. So there's room for for people on that committee. Community preservation committee. I will send you that

105in information and I'll um let the chair of that committee know that that I am handing things off to you. Um and I'll send you those that documentation so that we can both be be ready for that and introduce you when at that time. Those are on Tuesday evenings typically. I want to say it's Tuesday, June 3rd. Whatever whatever that Tuesday is at the beginning of June. Um Metro West Regional Collaborative. I don't There was a meeting this morning, wasn't there? Yeah, there was a meeting in person. I wasn't avail uh able to make it, but usually those are the meetings. This happen once a month, sometimes virtual, sometimes in person, and they are run by MAPC, the regional agency uh planning agency. And it's kind of like um a space to like learn about

106what other communities are doing in terms of planning, zoning, various things like that. Um in some cases some planners join those meetings. In other cases, some planning board members join um those meetings. Currently the chair of that committee is actually Yolanda. So she's chairing that and usually for those meetings I will be present and one of the planning board members will be present. So um there is some voting to allocate some fundings that MAPC has for some regional initiatives. Um it's it's honestly a really cool um opportunity to learn more about what's happening around. So I'm happy to also send that information if you just want to check it out if anything just go to one of the meetings just to like look at it. And sometimes when they when they are in person they

107are just open breakfast to go and like talk with legislators so they can update on various topics that are happening. Can you also send me that link? Yeah. Um, Trisha may it may be something that I may think about if Camilo is not jumping into it. Okay. It may not only help work side, it sounds like that may be a great opportunity look at something beyond. Okay. Yeah. Well, um, well, like I said, we'll look at all those things on the 12th and yeah, um, get back information about where people where people think they might fit. And I can reach out also to MAPC to see if there's a limit of planning board members that can be there because probably like you all can be participating and just kind of like get the updates. Well,

108it's usually it's usually Zoom, right? It's usually 8 a.m. on every third Thursday of the month and then a couple times a year it's in person. And tonight, this morning and how early is it? How early? What time is it? 8 a.m. Yeah. Okay. Um great. Okay. Uh town planner assistant planner search process. So um between last week and this week we have interviewed seven candidates. So it's been a it's been actually a lot of time uh in that process. But um we do have some candidates that we're you know uh excited about. So, I we haven't made any final determinations about that, but I do think that hopefully we'll that hopefully we'll have a planner on board soon depending on what their actual availability is. Um so, at the same time, I know that

109um Beth Reynolds has been interviewing assistant town planners and she has several candidates there that she also thinks would be um exceptional in in the role. So, um, but is waiting a little bit to see who the new town planner is before selecting an assistant town planner, trying to kind of do things in the right order. So, um, so that I think is a big sigh of relief that some some good candidates um are have applied to the position and are interested. Um, planning office updates. Um, on what day was it, Elro? When did we meet with Pond Street? What is what is that project? Wednesday. Wednesday. 123 Pawn Street. Right. So, on Wednesday, this is the the project that I asked you guys about. Um, on Wednesday morning, Elro, I Beth met with um

110the architect, the developer, and the um engineer, civil engineer attorney. He does both roles. um for the Pond Street um Pond Street James Road project. Um this is a 216 unit project that has come before the planning board. Oh, I don't remember several months ago now, right? That we saw them. I think it was prior to holidays prior to the was it that one? Informal meeting. They asked for an informal meeting. So we actually encourage this with developers coming in that they we have an informal meeting with them. So it's before they submit an application to kind of talk through the project, see where the sticking points are, um offer suggestions. Um and and do we have a second meeting with them when they came back? Yeah, there was one which I met with Right.

111But didn't they come back the first time with the with the change in appearance two to the planning board and then they had two informally. Okay. Yeah. So that we had two informal meetings with the planning board and then um we had two meetings just with first one was with Deepa and I and Alvo um and and their team and then um this morning was Beth and I and Albero and their team as they kind of start to tweak things and iron out things um before submitting a uh the actual application. So that meeting was this morning and the um the big takeaways from there um were that the small building Anna will probably be sad to hear this. The small building but I think you knew the small building that was off on its

112own building D um went from being a commercial component to what to a residential Yeah. to an 8-unit residential component which brought the um the um all of that the commercial commercial square footage all along the front. Nice. And they did that for several reasons. One was because um they thought it was a bit more respectful to the other residences over there um of the other houses to kind of not have that traffic but to bring the commercial together. Um, and it also brought the commercial together to increase that walkability, that traffic along Pond Street in instead of bringing it back into this little commercial, little residential corridor. So, that was one of the things they wanted to go over. Um, the other one was that the project had become the project had been raised

113um what do they call it when it's uh platform? Is it the park construction? What was that? Podium construction. Podium construction. that was the word I was looking for that instead of the parking being on the first floor and the building developing in top of it um that that option was really too expensive for the project. So, the parking was um put in different places around the site. Um um and the buildings were are being lowered um so that uh the first floor will be residences on the ground and bring the bring the height down. So, that was the other thing that they kind of wanted to show that the the tunnel's still there. That was my first thing. Oh, they didn't take out the tunnel. And I think last time we suggested to move

114that residential and commercial together and I I really like this team where they really listen to you. They do and then come up with ideas to improvise. So looking forward to project. Yeah. So this has been a this has been a um developer that we've like I said that came before the planning board that um that we really felt we put out a suggestion and the next time you meet with them they they not only just incorporate it. They really put in a big effort to incorporate it and really so we've been we've been kind of impressed with with that element of them. As I explained to them, however, obviously a meeting with two of us or one of us does not in any way um mean that there's any kind of consensus consensus of

115the board, right? that there's just um opinions of two individuals um giving some giving some guidance but those projects will come before the full board and um they expect that application I think the the the um owner was hoping for July um uh George Okama Okconor um said that he felt it was going to be August before they were actually ready to put in a formal application to the board which I was happy with because it will really get us time hopefully to get that planner and assistant planner on board and be ready to uh you know tackle that project. Were they able to do the calculation between condos and rental properties? That was one exercise he was going to go back to the board to check. they they did uh go through that and

116I I don't remember the exact um exactly how he described it but it ended up it's just a harder um financially getting financing for it is just a lot harder. Yeah, we it was one of the things like we asked if they could look at it and they didn't just they didn't just nyx it, they looked at it, you know. So, um and again kind of that yep, you know, listening obviously I don't have the proform. I wouldn't understand it if I did. Um but um but but we did talk about it. Um so that's the update on that and then um I don't have any others actually. Um so for next meeting we'll have the continuation of 240 260 Pleasant Street. Um I'll make sure that that legal is ready uh to move forward.

117There is two uh applications um that have been submitted and they also will be coming in front of the planning board and both of them are for the four Albert raid drive um they are wireless communication um projects one is from T-Mobile the other one is from AT&T um and the applicant is Crown Castle which it was the last one that we uh reviewed so you know everything will be ready for those uh public hearings to go by so on the next agenda the three of them will be present Um, I also got an email today from George Connors relating another project 55 Tilton. Um, and he was requesting also to look for an informal meeting with the planning board. Um, I'm unsure exactly what is the size density that he's proposing for the development.

118Um, but I'll work to see if it fits on the next agenda or if he has to be a little more move to the second agenda. We'll work on that just just setting it up. Um just so like I know that it can be like an extensive agenda already. Um and we'll see who will be the the main person staffing for that. Um yeah and then the only recurrent update is that uh the YMCA at some point will be applying. Hopefully they are able to do so before um or while I'm here. So I'm able to put all that kind of like legal out process. If not probably will be a little bit of a time until somebody can start working on those logistics. Yeah. Okay. Um, yeah, another thing I wanted to mention, um,

119and I remembered it because of the Tilton Street project, which may be one I I will need to look into it, but it may be one in which I need to recuse myself. Um, so, um, which reminded me of our associate member that I was going to ask you that. Yeah. that now that the election is done, I've been kind of waiting, you know, it's one thing at a time, but now that the election is done, we'll start looking uh and maybe I'll get that posted right away to start looking at the associate member. I do know that um that even another uh talent form came in uh just in the last couple days. Sue Roby let me know about someone interested specifically as the associate position on the planning board. So, um I I

120think there's an interest in there of multiple people already um that might be that might be interested in that position. Um so, uh it would be good to it would be good to get you know that filled as well. What about the other guy who was going for the right that might be one of them as well like so um but what we do is we we publish it that the position is open. It maybe has already been out. Maybe it's already on the current updates on the weekly newsletter that Michael sends. There are the opening positions for staff and also for boards. Yeah. For open pos. So we we um we take in applications and then um that seat is a joint application, right? It's a joint application between the planning board and the

121select board. Joint appointment. Um and then it's a um yeah, joint appointment and then um it's a three-year seat. So this is for the associate seat. For the associate seat. Yeah. Yeah. My understanding is that the gentleman who opposed you, Scott, who came in um second, has already applied for that associate position. So that's good. We already have an applicant from that's my understanding. Oh, I did not see that then. Um Yep. I heard about his application through the grapevine that he made it official either yesterday or today. Once he lost the election, he immediately applied for the associate position. Oh, okay. So we can't great. That's great. I know I know he was pumped about trying to give back and wanted to get involved and wanted to be on stuff. So maybe maybe that's

122the maybe that's the application that uh that Sue mentioned to me. So Sam, right? Yeah, that's really I didn't see the name. She didn't give me a name and I didn't see it so I can't confirm. So but anyway, there seems to be some some interest there. Um um Yep. So um then we uh we have a joint meeting. We interview the candidates and we select someone to fill that seat. So, all right. It doesn't look like we know the upcoming meetings. June 12th, we've been talking about that. And then June 26, happily for well, maybe not happily for new board members. We have a three-week break. This is one of the few times during the year that there's an extra Thursday between the last one of the month and the first and the second

123one of the month. So, it'll be a three-week uh break before um June 12th. Um but we'll meet then and then the next one obviously on June 26th. We don't have any meeting minutes to review this evening it sounds like. So um typically we get the meeting minutes back. There a few meetings ago and we review them and approve them. Um and they need to go up on the um on the website. So but we don't have any today. And so does anyone have anything before we adjourn? I wanted to ask kind of a logistical question which is does Scott have an email through our town website yet? Um the uh um Cindy has already let um Paul yeah she requested IT department to create one. So hopefully we'll have it by Tuesday and then

124I can send hopefully we have it by tomorrow maybe and if we do then I can send it to both of them and then I can send it to the board as well. Yeah. So that you'll have you'll each have an Ashland um email account. Um, I will also reach out to you guys of providing a little bio that we put up on our web page so people know who the board members are. Um, and get that updated. Um, is there any other logistics like that we need to just just kind of I don't know how much familiarity Scott has with open meeting law and why we started using the town emails because if there's ever a request for our records, it's better to have your town email be the collecting place rather than having

125to find town emails inside your personal email. So, um, I just want to encourage, you know, explain that to new members in general why we do that. Um because anything and I assume I assume the town clerk will probably if she hasn't already reached out to you about some certain kinds of trainings that you probably got that today. It's fun stuff. And Scott, once you're up and running in emails, please reach out to me and we'll connect on the hotel thing. Yeah, absolutely. It's kind of interesting. I like funky ideas, you know, could be different, could be new. And I know Marcelo, who's a former member of the planning board, seemed pretty excited about the idea as well. So maybe we can engage with him as far as brainstorming as well. He's no he's no

126longer a planning board member, so it would not be a violation. Right. That's right. He's still around and and helping. So um all right, good. If there is nothing else, I will adjourn the meeting at 9:02. Do you want a motion? Sure. I'll make a motion to adjurnn at 9:02. All right. Is there a second? Second that. And a roll call vote. Venet. And Trisha Kendall I. All right. Thanks everybody and welcome.