Planning Board sets procedures for sitewalks, requests printed recode binders; staff announces retirement

During the workshop the Topsham Planning Board discussed several procedural items: scheduling sitewalks, providing printed materials to members, and departmental staffing.

Members agreed that sitewalks will be scheduled at 5:00 p.m. on the night before preliminary meetings when applicants request them, allowing the board to see site conditions before testimony. Staff noted preliminary hearings require multi-week notice (typically three to five weeks) and that sitewalks will be posted on the website so neighbors can attend. "We'll definitely put it on the website in the agenda for sure," staff said.

Board members asked staff to compile printed binders with the redlined recode draft, the current zoning code, use tables and the comprehensive plan; staff said she would check with her supervisor and aim to have binders available with the next packet. Members said printed materials and split-screen visuals would help when reviewing complex use tables and zone comparisons.

Staff also informed the board that Irene Dubil has submitted a letter of retirement effective in July after roughly 25 6 years with the department; a recruitment process will begin to fill the role and members plan a small reception to thank her for service.

Next steps: staff to post sitewalk notices with standard hearing notices, prepare printed binders if approved, and begin recruitment for the retiring staff member.