<div dir="ltr">Our process is very similar to Michelle's below. <div><br></div><div>The Board has also accepted a set of "standard conditions" that are almost always included (e.g. rodent control, review required for modifications, building consistent to the approved plan, stormwater management reporting, etc.). These standard conditions are often putting into the decision things we already expect the developer/proponent to do based on the Ordinance or standard practice. Contractors / builders are not going back into the ordinance or regulation to see what they are supposed to do. </div><div><br></div><div>We list all conditions within the decision letter itself and have found that necessary so the record is clear and we can point to the list of requirements at time of building / occupancy permit. Specifically, so they cannot say "we didn't know." <div><div><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><p class="MsoNormal" style="margin-bottom:0.0001pt;line-height:normal;background-image:initial;background-position:initial;background-repeat:initial"><span style="font-size:13pt;color:rgb(31,78,121)"><br></span></p><p class="MsoNormal" style="margin-bottom:0.0001pt;line-height:normal;background-image:initial;background-position:initial;background-repeat:initial"><font face="times new roman, serif"><span style="color:rgb(31,78,121);font-size:large">Darlene Wynne, AICP</span><br></font></p><p class="MsoNormal" style="margin-bottom:0.0001pt;line-height:normal;background-image:initial;background-position:initial;background-repeat:initial"><i><span style="color:gray"><font face="times new roman, serif">City of Beverly</font></span></i><span style="color:black"><span></span></span></p><p class="MsoNormal" style="margin-bottom:0.0001pt;line-height:normal;background-image:initial;background-position:initial;background-repeat:initial"><i><span style="font-family:"Cataneo BT",serif;color:gray">Director of Planning & Development</span></i><span style="font-family:"Times New Roman",serif;color:black"><span></span></span></p><p class="MsoNormal" style="margin-bottom:0.0001pt;line-height:normal;background-image:initial;background-position:initial;background-repeat:initial"><i><span style="font-family:"Cataneo BT",serif;color:gray">978-605-2341</span></i></p><p class="MsoNormal" style="margin-bottom:0.0001pt;line-height:normal;background-image:initial;background-position:initial;background-repeat:initial"><i><span style="font-family:"Cataneo BT",serif;color:gray"><span style="color:rgb(17,85,204)"><a href="mailto:dwynne@beverlyma.gov" target="_blank">dwynne@beverlyma.gov</a></span></span></i><span style="color:black"><span></span></span></p><p class="MsoNormal" style="margin-bottom:0.0001pt;line-height:normal;background-image:initial;background-position:initial;background-repeat:initial"><i><span style="font-family:"Cataneo BT",serif;color:gray"><br></span></i></p><p class="MsoNormal" style="color:rgb(0,0,0);margin:0in 0in 0.0001pt;font-family:Calibri,sans-serif"><img width="96" height="96" src="https://ci3.googleusercontent.com/mail-sig/AIorK4zbNZxJsCyRWCG_v5XeP40k0SIejMtV9bI88rBH3TX-dU18gZid40bLszI892YhAXUNWjpWybI"><br></p><p class="MsoNormal" style="color:rgb(0,0,0);margin:0in 0in 0.0001pt;font-size:11pt;font-family:Calibri,sans-serif"><i style="font-family:Arial,Helvetica,sans-serif;font-size:small;color:rgb(34,34,34)"><span style="font-family:"Cataneo BT",serif;color:gray">--</span></i><br></p><p class="MsoNormal" style="color:rgb(0,0,0);margin:0in 0in 0.0001pt;font-size:11pt;font-family:Calibri,sans-serif">
</p><p class="MsoNormal" style="margin-bottom:0.0001pt;line-height:normal;background-image:initial;background-position:initial;background-repeat:initial"><i><span style="font-family:"Cataneo BT",serif;color:gray">When responding, please be aware that the Massachusetts Secretary
of State has determined that most email is public record and therefore cannot
be kept confidential. <br><span></span></span></i></p><p class="MsoNormal"></p></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div><br></div></div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Thu, May 11, 2023 at 10:43 AM Michelle Tyler via MassPlanners <<a href="mailto:massplanners@masscptc.org">massplanners@masscptc.org</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div dir="ltr"><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)">Randolph</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)">-Decisions and conditions discussed only after the close of public comments on the proposal. Typically the public hearing has remained open</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)">-Staff starts crafting decisions and conditions based upon comments made by Board members during discussions</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)">-If the project is large/involved and there are likely to be many conditions outside of the Board standards (rodent control, stabilized construction entrance, site maintenance, etc.), staff may send it to the Board in advance for their review. They make their individual notes in preparation for discussion during the next meeting so they can be wordsmithed as part of any motion. This helps to ensure that conditions are specific to ensure comprehension and compliance during construction/operation as applicable. </div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)">-If the conditions are lengthy, staff may share a DRAFT copy (clearly marked) with the applicant and their project team to ensure their comprehension before any final vote.</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)">-Agenda packets are available for public viewing (digital agenda software) and include the documents the Board has available for a meeting. If there are documents that weren't included in a packet, they are viewed on screen during the meeting. All documents are fully visible to the public.</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)">-The Board does not typically engage with the public after public comments have been closed. That's not to say that comments haven't been heard or that the Board isn't mitigating concerns in their development of conditions -- only that the public is not part of the <b>active</b> deliberation of the decision/conditions.</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)">-The decision/conditions are shared with the Building Commissioner as well as the applicant and their project team. Staff also attach them to the request for building permit (online permitting) when it comes in. Staff is required to "sign-off" on the Building Permit which also provides an opportunity to discuss with the contractor. </div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)">As to the WHY it's done this way: mostly so that there is a clear record of the expectations of the Planning Board clearly documented. Far too often, the Board has found that the contractor for a project claims they aren't aware of anything other than the Board's approval. It sounds like this should be fool-proof but sadly it's not!!! So when staff stops work or insists on some correction, the decision/conditions are a solid reference.</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:large;color:rgb(0,0,0)"><br></div><div><div dir="ltr"><div dir="ltr"><font color="#a64d79" face="tahoma, sans-serif"><b><img width="96" height="95" src="https://ci3.googleusercontent.com/mail-sig/AIorK4wpRW2a9qK3yohcVl8OLpDR5WPmCKvT_Utzp-iPHtbc0ISA-0rA52TtmHmfQ4mE9c96SDKtnuE"></b></font><div><font face="tahoma, sans-serif" color="#0000ff"><b>Michelle R. Tyler</b></font><div><font face="tahoma, sans-serif" color="#0000ff"><b>Director of Planning</b></font></div><div><font face="tahoma, sans-serif" color="#0000ff"><b>Town of Randolph</b></font></div><div><font face="tahoma, sans-serif" color="#0000ff"><b>781-961-0936</b></font></div></div><div><span style="color:rgb(34,34,34)"><i><font size="1">Please be advised that the Massachusetts Secretary of State considers e-mail to be a public record, and therefore subject to the Massachusetts Public Records Law, M.G.L. c. 66 § 10.</font></i></span><font face="tahoma, sans-serif" color="#0000ff"><b><br></b></font></div></div></div></div><br></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Thu, May 11, 2023 at 9:34 AM Belansky, Evan via MassPlanners <<a href="mailto:massplanners@masscptc.org" target="_blank">massplanners@masscptc.org</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div>
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<p class="MsoNormal">The context of the below is applicable to a large and complex and controversial project, with significant abutter / neighborhood engagement, that would require customized conditions related to such items as hours of operation, hours of
deliveries, traffic monitoring, etc<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">When and how does your PB draft conditions for a decision?<u></u><u></u></p>
<p class="MsoNormal">Specifically, when….it is during the public hearing or after the close of the public hearing.
<u></u><u></u></p>
<p class="MsoNormal">Specifically, how……if during the hearing are the potential proposed conditions simply being itemized as a list or are the conditions being word smithed / drafted for specificity?
<u></u><u></u></p>
<p class="MsoNormal"> If after the hearing is closed….is staff or Board drafting the initial conditions for review?
<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">The above questions speak to what extent does the public have an opportunity to review and provide comment on the proposed conditions?<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">What process does the PB use to develop / craft conditions?<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">And why has the PB chosen this process?<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Thanks<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Evan Belansky<u></u><u></u></p>
<p class="MsoNormal">Chelmsford Community Development Director <u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
</div>
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