PLANNING BOARD
MINUTES
REGULAR MEETING

7:00 P.M. CITY COUNCIL CHAMBERS JANUARY 17, 2002

CITY HALL, MUNICIPAL COMPLEX, 1 JUNKINS AVENUE

MEMBERS PRESENT: Kenneth Smith, Vice-Chairman; Thaddeus J. "Ted" Jankowski, Deputy City Manager; Bradley Lown, City Council Representative; Richard A. Hopley, Building Inspector; Raymond Will; John Sullivan; Ernie Carrier; Noelle Clews; Paige Roberts, and, Alternates Donald Coker and George Savramis

MEMBERS ABSENT: None

ALSO PRESENT: David M. Holden, Planning Director

Lucy E. Tillman, Planner I

  1. OTHER BUSINESS
    2.

    A. Election of Officers

    Mr. Jankowski made a motion to take Item III A (Election of Officers) out of order and move it to the beginning of the meeting. Ms. Clews seconded the motion. Mr. Will recommended and made a motion that the election be an open one rather than a secret ballot. All voted in favor of an open vote. Mr. Will made a motion to change the rules that all election of officers be done in an open vote. Mr. Will stated that if the Board does not want to have a closed vote, then the department should make a rule that every time there is an election of officers, that it be open instead of saying one thing and suspending the rules every year. Ms. Clews seconded the motion. All voted in favor. Mr. Holden suggested looking into the Rules and Regulations and bringing it back to the Board at the next meeting. Mr. Jankowski made a motion to elect Kenneth Smith as Chairman for the upcoming year and Ernest Carrier as Vice-Chairman. Mr. Will seconded the motion. Mr. Holden suggested casting a ballot for the entire slate. The nominations were closed. Mr. Smith was elected Chairman and Mr. Carrier was elected Vice-Chairman. All voted in favor for the full slate.

  2. PUBLIC HEARINGS
  1. The application of the City of Portsmouth School Department for property located at 50 Andrew Jarvis Drive (Portsmouth High School) wherein a Conditional Use Permit is requested as allowed in Article VI, Section 10-608(A) and (B) of the Zoning Ordinance to allow for the expansion of existing utilities and accessways, the staging of equipment and storage of materials associated with the expansion of the existing high school within an Inland Wetlands Protection District. Said property is shown on Assessor Plan 229 as Lot 3 and lies within a Municipal district.
  2. The application of the City of Portsmouth School Department for property located at 50 Andrew Jarvis Drive (Portsmouth High School) wherein site plan approval is requested for the construction of a three-story 200,000 s.f. + addition to the existing high school together with any accessory structures with related paving, utilities, landscaping, drainage and associated site improvements. Said property is shown on Assessor Plan 229 as Lot 3 and lies within a Municipal district.

Vice-Chair Smith read both items A & B, and stated that when voting on these items, the Board would vote on each separate item.

SPEAKING TO THE APPLICATION

Kendall LaPage, Chairman of the Portsmouth School Board, spoke in favor of the application. Mr. LaPage pointed out to the Board that the planning for this project has been over the last fourteen months and that this project has been the single largest building project and land project the municipal offices have done in the City of Portsmouth. He stated that the project involves the complete rebuilding of the academic wing. He also stated that Dr. Lionel Tracy, Superintendent of Schools, and John Lyons, Vice-Chair, were present to answer any questions. The team that has been hired for this project has done an outstanding effort in keeping the budget from a $42 million project to a project under $36 million. He introduced Greg Mikolaities of Appledore Engineering to present the Board with slides of the project.

Mr. Mikolaities gave a brief background of the project:

  1. On January 3, 2002, met with the Technical Advisory Committee to review site plans
  2. On January 4, 2002, met with City Staff and members of TAC at the site to review traffic flow

    3. c. On January 15, 2002, a Public Hearing at Portsmouth High School was held

  3. On January 17, 2002, met with Traffic and Safety to get endorsement of the plan

At this time Mr. Mikolaities gave a slide presentation of the planned addition, overall site, and traffic and safety plans. There will be nine improvements to the traffic flow. He pointed out the drop-off area for parents where a barricade is implemented from 6:30 to 7:30 a.m. This is highly effective in providing a one-way flow of traffic and eliminates cross traffic. A one-way traffic pattern is proposed for around the school. An underutilized 60-space parking lot will be widened and the lighting upgraded. Signage will be made for a "parent drop-off only" area. The three areas for the traffic circulation pattern will be the main entrance, cafeteria entrance and a side entrance from the parking lot.

Another issue Mr. Mikolaities addressed is a mound of ledge that will be blasted (a self-contained 500-ft. radius from the construction area). No abutters will be affected by the blasting. The blasting company and construction manager will oversee the blasting to make sure the blasting does not impact the pool.

Substantial landscaping with ground cover, raised islands, a 4-ft. tall retaining wall, sidewalks and trees will be added to control traffic flow.

At this time Mr. Mikolaities turned the presentation over to Dan Bragg, the project architect, to speak about the elevation and new addition. Mr. Bragg spoke on the Conditional Use Permit and stated that the project is not impacting wetlands and is in the buffer area. The first area of impact to be affected is to increase the area for fire truck access. Chairman Smith asked Mr. Bragg to indicate where the 100-ft. buffer line is located. Mr. Bragg pointed out the second area is an access road which is located back beyond the buffer zone. Chairman Smith asked other than new paving is there anything else going into the buffer zone. Mr. Bragg stated there is 42,000-sq. ft. of existing paving in the buffer zone, and an additional 20,000 sq.ft is projected.

Ms. Roberts asked about the fire truck lane in the wetlands and was told this would be permanent paving, and it would be 24 ft. into the 100-ft. buffer.

Ms. Clews inquired about the hockey rink parking area and was told there is a group trying to salvage a hockey rink in that area. Kendall LaPage responded by saying there are no plans at this time, but may come forth to the Planning Board in two years.

Mr. Sullivan asked the question why a hockey rink wasn't taken into consideration and done now under the bond issue. Kendall LaPage replied that the reason it was not put in with this present plan as it does not meet school aid funding principals.

Chairman Smith inquired about additional lighting in the parking area. Mr. Bragg responded that presently there are four light poles and another fixture will be added.

At this time, Wayne Blais, project manager for Hutter Construction, presented to the Board the construction sequencing. The new addition will be the first phase of the project to be started, which will create space to shuffle students to. This phase will begin April 2002 and will be completed August 2003. The Tech Ed area will be a two-summer project, 2002 and 2003. The renovation to the gymnasium will be during the summer of 2003. The final phase will be the kitchen and cafeteria. Site utility work will be coordinated during summers to minimize traffic flow. Parking lot work will be done during the summer of 2003.

Mr. Sullivan asked if the asbestos abatement program would include all floors and ceilings. Mr. Blais replied the entire building is scheduled for new flooring and Hutter Construction will be sequencing the removal prior to any construction in the area.

Mr. Carrier inquired about the sequencing to seclude the school population from the construction population. Mr. Blais replied that any external activities such as the major addition would be chain link fenced off. During the renovation inside the building partitions will be constructed out of plywood with plastic dust protection. The total school population will be totally segregated from the construction population during school hours. Mr. Carrier asked if there would be any ledge removal in the first phase. Mr. Blais is working with the athletic department to come up with a schedule, but the proposed schedule for ledge removal will begin in March. Blasting will occur during the day and will be coordinated with the Fire Department.

Mr. Will had additional questions for Mr. Blais concerning the blasting schedules. Mr. Blais replied that drilling will occur during the normal day, and the blasting will be coordinated with the school as to when the best time would be. A study for construction noise has been done and also decibel readings for typical equipment, and it ranges in the 60-80 decibel range. The new addition will be primarily the noisy section of the project, but the auto shop, gymnasium, and music areas will provide a buffer.

Ken Smith asked if adjacent properties and the general public would be notified on the blasting schedule. Mr. Blais said the city's regulations on blasting would be followed.

At this time, Mr. Blais turned the presentation over to Daniel Bragg, the architect from Team Design. Mr. Bragg discussed in detail the plans for each of the floors for the new addition.

Mr. Carrier inquired about the location of the chiller for the air conditioning. Mr. Bragg replied the chiller would be located on the roof of the new building.

Mr. Sullivan questioned which areas would not be air-conditioned. Mr. Blais responded that the major population centers of the building would be air-conditioned. Classroom areas, locker rooms/team rooms, and shop areas will have provisions for air conditioning ducts for future use. Mr. Sullivan felt that air conditioning in the classroom is essential if the facility is to be considered for year round schooling. Mr. Blais responded that the school population is currently 1100 students and the new construction can accommodate 1400 students. If the population exceeded 1400 students and expanded into a year-round operation, a chiller unit can be added to the roof area as the ductwork and infrastructure would be in place.

Chairman Smith questioned if the outhouses in the fields would be removed. Mr. Bragg said there is a plan in place to facilitate adjacent to the track and end zone a building which will contain two team rooms, locker/changing area, showers, two public rest rooms, concession stand, and equipment storage.

Mr. Lown asked what was behind the rationale for demolishing the 420,000-sq.ft. wing. Mr. Bragg responded the building does not meet the current seismic code requirements. They are planning to remove as little as possible as part of the building can be brought up to seismic requirements.

Mr. Sullivan inquired about the capacity of the entire new building. If it can accommodate 1400 students, would that be adequate for the projected growth of the city. Mr. LaPage, chairman of the School Board, interjected that enrollment has fluctuated the last three years with the closing of Pease, but studies are projecting the student population to be 1400 by the year 2020. Mr. LaPage said the SAU has an agreement with the other sending school districts to continue going to Portsmouth High School for the next 20 years. Mr. Sullivan reiterated that if the school has air conditioning, it should be used on a 12-month basis and that air-conditioning should be placed in classrooms for the comfort of the students and instructors instead of the gymnasium and auditorium.

This concluded the presentation for Team Design.

SPEAKING FOR THE PUBLIC

Mr. Boyd Morrison requested to see a natural scale elevation of the entrances. The entryway would be protected by a canopy and the bus unloading area and side parking lot would also have a protective covering

Jean Willis, who lives at the corner of Andrew Jarvis Drive and Lafayette Road, stated her concern for traffic and safety at that intersection. She has lived at this location for twenty-four years and in that time has seen increased traffic. There has been a traffic/safety guard in the morning, but no traffic/safety guard at the end of the school day. She also said drivers go through her driveway. Mr. Mikolaities said one of the stipulations from the Traffic and Safety Committee was that the school provides a traffic/safety guard both morning and afternoon. At this time, Planning Director Dave Holden asked Mr. Mikolaities to speak about the issues regarding the use of the gate. Mr. Mikolaities stated a letter was submitted to the Board from Business Administrator Peter Torrey summarizing the use of the gate on Summit Avenue. A Traffic Signal Warrant Analysis had been done, and it did not meet the requirements. The Traffic and Safety Committee stipulated that a traffic/safety guard be available both morning and afternoon to control traffic.

Planner Lucy Tillman stated she attended the Traffic and Safety meeting held this morning and informed the Board of the three stipulations from this meeting:

    • That the two entrances have a morning and afternoon traffic guard;
    • That the loop around the school be maintained for year-around access for emergency vehicles; and,
    • That the barrier currently being used creating one-way traffic be continued to be used

Dr. Tracy, Superintendent of Schools, responded to Mrs. Willis' concerns, and reassured her that the issue of a traffic/safety guard will be addressed before the completion of the project.

Chairman Smith made his last call for speakers. There being none, the Public Hearings were closed.

DISCUSSION AND DECISION OF THE BOARD

Rus Wilson, Director of the Recreation Department, spoke about the coordination between the School and Recreation Departments for the use of the playing fields. Mutual consent has been reached over use of the city fields with the Athletic Director, Andrea Ogden, and Business Administrator, Peter Torrey.

Ms. Clews inquired about the sign at Summit Avenue that states the gate is closed when sometimes it is often open. It is also a nuisance to those living on the street when cars are turning around in front of their houses, because the sign isn't maintained as it was intended. Dr. Tracey stated at the Technical Advisory Committee meeting, it was suggested to establish when the gate will be open or closed. Ms. Clews said the issue is not when the gate is open or closed, the issue is that the sign always says closed. She suggested that the person working the gate change the sign to eliminate the problem.

Planning Director Holden summarized to the Board that two applications are being voted on; one for Conditional Use, the other for Site Review. The Conservation Committee has reviewed the Conditional Use Application and has recommended the Conditional Use Permit subject to the installation of silt fences around the construction area.

Chairman Smith asked Mr. Mikolaities about the lighting around the residences and the higher parking lot. Mr. Mikolaities said the school would shield any new lighting for the accessway to the new addition. The fixtures added to the light poles will be directed down. Chairman Smith requested that all the current lights be looked at to see if they are in compliance with the ordinance. He asked if the trash dumpster would be on a concrete enclosed pad, and that the hours for trash pick-up would be similar to what was instituted at New Franklin School. He inquired about the relocation of the bicycle rack. Mr. Mikolaities stated that the bicycle racks would be relocated to the areas where students enter the building, possibly by the side of the auditorium.

Ms. Clews reminded the Board that last year it recommended to the Council a light pollution ordinance and that the lighting should be in compliance for the few neighbors in the area.

Mr. Carrier asked if provisions had been made for a pad for motorcycle parking. Mr. Mikolaities responded that it had not been done yet, but a couple spaces would be made specifically for that purpose.

Mr. Lown inquired about the feasibility of motion sensitive lights for the parking lot. Mr. Mikolaities felt that this was a good time for the Board to suggest any additions to the design of the project. Chairman Smith asked Dr. Tracy if the parking lot lighting could be turned off at 10:00 p.m. or timed to go off certain hours. Dr. Tracy stated that the purpose of the lighting had not been decided, and was something that the School Department needed to work on with their engineers. Mr. Sullivan recommended the lights be put on a timer so that the lights be controlled at the school's own discretion.

Ms. Clews made a motion for approval of the Conditional Use Permit with the following stipulation made by the Conservation Committee:

    • to install silt fence around entire site and interior material storage areas and that the silt fences be removed upon completion of the project.

Mr. Will seconded the motion. The motion passed unanimously.

Ms. Clews made a motion to approve the site plan with stipulations. Mr. Will seconded the motion. The motion passed unanimously.

Stipulations:

FROM THE TECHNICAL ADVISORY COMMITTEE
  1. That the site plan indicate the size of the water line(s);
  2. That the visitors' parking area be signed;
  3. That Andrew Jarvis Drive be signed as "No Parking" except for special events;
  4. That a warrant review be conducted for the intersection of Route 1 and Andrew Jarvis Drive;
  5. That the site plan be reviewed by the Traffic/Safety Committee with a report back to the Planning Board;
  6. That a letter be submitted to the Planning Board explaining the use of the gate on Summit Avenue (existing and proposed);
  7. That the fire lanes be posted as such;
  8. That the fire hydrants be protected with bollards;
  9. That the Police Department be notified of the transmittal of emergency services from the building;
  10. That one-way routes be identified with arrows;
  11. That communications be had with the Recreation Department regarding the joint use of the recreational fields. This can be done in the form of a letter;
  12. That any surplus lights be given to the Public Works Department;
  13. That the School Department will notify the City Manager's Office prior to any severing of the use of the emergency generator;
  14. That supplemental erosion control plans be submitted to David Desfosses, Engineering Technician with the Public Works Department;
  15. That blasting operations shall be done in accordance with State ordinance; and,
  16. That the existing generator, when not in use, be given to the Public Works Department.

FROM THE TRAFFIC AND SAFETY COMMITTEE
  1. That the gate is opened for vehicular traffic on all regularly scheduled school days. This would typically be the 183 days that school is open. Students and staff begin arriving in late August and this continues through late June.
  2. That the gate is opened in a timely manner to encompass school hours; currently school hours are from 7:30 a.m. to 2:30 p.m. The gate would be opened essentially for a 12-hour period, opening at 6:30 a.m. and closing at 6:30 p.m. This allows for after school activity as well.
  3. That special events such as graduation, large evening programs, sports events, etc. also are permitted to have the gate opened for the day and time of the event. This is estimated to be 20-30 times during the course of the year.
  4. That the School Department retains the ability to open the gate at other times to facilitate snow removal, construction projects and other unique situations.
  5. That the gate is closed for all other times; not limited to, but including vacation period, weekends and nights after 6:30 p.m.
  6. That the gate operation is maintained by the custodial staff at PHS.

FROM THE PLANNING BOARD
  1. That site lighting be downshielded and worked out with the School Department;
  2. That current lights should be in compliance with the light pollution ordinance;
  3. That the timing for parking lot lighting be established with the School Department;
  4. That the gate signage on Summit Avenue be reviewed by the School Department;
  5. That the schedule for pick-up trash be similar to the schedule worked out at New Franklin School;
  6. That the trash dumpster be installed on an enclosed concrete pad;
  7. That provisions for bike racks be made;
  8. That adequate parking be made available for motorcycles;
  9. That accessible parking be made in the rear of the building;
  10. That the blasting schedule be coordinated with Public Works and that there be public notification to local abutters; and
  11. That the coordination of all construction activities be made with Public Works and School Departments.
  1. The application of Natick Portsmouth Realty Corp. d/b/a BJ’s Wholesale Club for property located at 1801 Woodbury Avenue wherein site plan approval is requested for the widening of an accessway to provide for an additional exiting lane with associated site improvements. Said property is shown on Assessor Plan 215 as Lot 14 and lies within a General Business district.

The applicant has requested to table this application until the February 21, 2002 Planning Board meeting. Mr. Sullivan made a motion to table this application until the next meeting. Ms. Clews seconded the motion. All voted in favor.

III. NEW BUSINESS
  1. Presentation of the Capital Improvement Program

Mr. Holden presented a Power Point Program reviewing the various items for the proposed 2003 Capital Improvement Budget. Steve Parkinson, Public Works Department Director as well as Dave Allen, Deputy Public Works Director, helped explain the line items for the budget.

Chairman Smith wanted to thank John Sullivan and Donald Coker for their work putting together the budget. Mr. Sullivan wanted to thank the department heads for all their preparation to facilitate the project.

Mr. Will asked Mr. Holden about the progress for the Guilford railroad bridge replacement over Bartlett Street in trying to eliminate truck traffic. Mr. Holden stated that there are three separate steps to the project: the Islington Corridor, the Islington/Bartlett intersection; and realigning the intersection. Work should be done on this project in the next year or so.

Mr. Will raised a question from the previous year's budget concerning the fire department call boxes, which had been placed in the City in the 1930's. Mr. Will wanted to know about any new updates. Mr. Jankowski responded that this network of wires implemented throughout the city could push digital information through copper wire, which is called a "cut system". This would provide a wide area network between city buildings and schools. The City is looking into using these same poles to upgrade some of the main corridors to fiber optics. Mr. Will wanted to know the potential use of these wires in the future. Mr. Jankowski stated the Fire Department would maintain and replace the call boxes, which will allow all the schools to be interconnected.

Mr. Sullivan moved to approve the Capital Improvement Budget for the next fiscal year as presented and recommend forwarding it on to the City Council. Mr. Will seconded the motion which was passed unanimously.

IV. ADJOURNMENT

There being no further business to come before the Board, adjournment was had at approximately 9:15 p.m. The continuation of this meeting will be on January 24, 2002.

Respectfully submitted,

 

 

Terry L. Provencher

Planning Department Secretary

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