TOWN OF LINCOLN
PLANNING BOARD MINUTES
December 6, 2006
PRESENT: K.Hurd (Chairman), E.Flint, B.Wolf, R.Domnitz, J.Snell
STAFF: M.Whitehead, C.Perry
7:30 PM BUSINESS:
ADMINISTRATIVE AMENDMENT: COUNTRYSIDE BUILDING, 188 Tower Road, Map 124/Lot 1, minor change to site plan and scenic road approval for landscaping along the roadway.
Ken Eisner of Countryside Building attended to request an amendment to the approved site plan for a single family residence. He wishes to add some planting near the site entrance, in the right of way of the scenic road. Evergreen trees are proposed at each side of the driveway, and shrubs on the site frontage to the south. The aim is to improve the level of screening. The treatment of the stone walls will be as previously approved. Mr. Eisner mentioned that once the house is built, he intends to carry out some further planting close to it, not requiring approval.
The Chairman asked if any trees had been cut in the right of way. Mr. Eisner replied that the only cutting had been for the driveway entrance and utilities, as approved under the site plan – mainly a large pine tree near the telephone pole. Underbrush had been cleared on the knoll inside the lot line.
The Board noted that the proposed planting is behind the stone wall and therefore will not interfere with snow plowing.
The ten foot buffer zone inside the perimeter of the lot was discussed. The applicant stated that he was unaware of the ‘no disturbance’ rule, but had only cleared underbrush, which may have been invasive species. Elsewhere on the site, clear cutting had been necessary for construction of the house and septic system.
The Board received letters of complaint from neighbors Debra Woods and Barbara Peskin and a Sudbury resident, alleging that the amount of vegetation clearance carried out was excessive, that the stone bollards were inappropriate and that the proposed planting scheme could be better-designed and should include the ten foot buffer inside the lot line. Debra Woods attended the meeting and commented that the view is much more open than previously; she suggested further planting or a berm. A neighbor on South Great Road stated that she could see across the site. Mr. Whitehead clarified that the buffer zone is not intended to completely hide houses.
The applicant said that he was prepared to do some new planting in the buffer zone if that was required to address the issue. No planting would take place until the spring.
The Board welcomed the planting scheme that was presented but wished to have the applicant propose further planting in the ten foot buffer zone and then review the two together as an administrative amendment.
ADMINISTRATIVE AMENDMENT: MUNROE TREE & LANDSCAPE, INC., 9-11-13 Lewis Street, Map 95/Lot 33, minor change to site plan for addition to garage under Section 17.
David Ries attended with Mr. Munroe. The applicant provided a plan comprising a copy of the parking layout plan that was approved by the Zoning Board of Appeal, with the proposed roof extension clearly marked and a note on its pitch added. Proposed lighting positions were also marked. The Chairman asked whether access would be obstructed by the step for the adjacent building; the applicant responded that with the step turned sideways it would be possible to at least get a pickup truck in.
A lighting catalog cut was supplied. The ‘glarebuster’ light was proposed in three locations – two on the building and one on a pole. The Board was concerned that these might create too much light in a confined area. Mr. Ries stated that the lights would only be on in the early evening, in winter. Hours of business operation are conditioned by the ZBA approval. The applicant mentioned that there is an existing light on building number 9, and said he would be satisfied with a single new light, across the yard from the garage. The Board found the details of the light design hard to ascertain.
Mr. Snell asked about the materials proposed for the garage extension. The applicant proposed to reuse shingles from the current wall.
A MOTION was proposed by Mr. Snell and seconded by Mr. Flint to approve the submitted changes, subject to the lighting being only one post-mounted light, of which details to be reviewed by Planning Board staff, and building construction materials being consistent with the existing ones. Passed 5-0.
8:00 PUBLIC HEARING CONTINUATION: AMJAD HUSAIN AND INDERNEEL SAHAI, 9 Reiling Pond Road, Map 33/Lot 11-5, site plan review for a new single family residence under Section 17.7.
Mr. Whitehead reported that the applicant requested a continuation.
A MOTION was proposed by Mr. Snell and seconded by Mrs. Wolf, to continue the hearing to 8:40pm on December 13. Passed 5-0.
8:20 PRELIMINARY DISCUSSION: NEW ENGLAND DEACONESS, 17 Cambridge Turnpike, Map 14/Lot 16, special permit review requirements for North Lincoln Planning District Section 12.5.
Herb Taylor and the NEDA development team attended to discuss the submittal requirements for a special permit following Town Meeting’s recent approval of the zoning change and preliminary development and use plan. Mr. Taylor thanked the Board for the constructive process provided through the Steering Committee.
Mr. Whitehead explained that the procedure for the next stage is set out in Section 12.5.8 of the bylaw. Subsection b) states that the requirements include a site plan submission as per Section 17, as well as a definitive version of the documents supplied for the preliminary development and use plan, with certain additions. NEDA will send a note to Mr. Whitehead confirming its intentions.
The level of detail to be submitted under each of the ten items set out in 12.5.8 b) was discussed as follows:
i) The previous site analysis can be resubmitted, subject to any changes in proposed contours.
ii) In the utilities plan, it is proposed to show the locations of the various utilities but not detail to the level of construction documents. The exact locations of leachfields will not be known until later in the design process.
iii) Changes to water line easements will eventually be drawn up as legal instruments but can be shown as basic locations.
iv) Mr. Whitehead had relayed the Board’s views on the requirements for depicting existing trees - where it was most concerned to have detail. NEDA intends to provide full detail in the 100ft strip along the Route 2 service road. The buffer along the stream will be left intact. Along the side property line, little change is proposed. The Board agreed that it may not be necessary to provide full detail here but suggested that NEDA look at adding to the vegetative screening. NEDA asked how much leeway they had to shift the positions of buildings to save trees within the site. The Board favored saving trees where possible and thought that a ten foot shift for that purpose would not be considered a significant change. NEDA also suggested moving some of the leachfield areas away from the Route 2 perimeter towards
the center of the site to save trees near the highway, which the Board thought reasonable. The Board also considered that it would be useful to have information about any invasive plant species on the site and the proposed approach to them.
Under the requirement for a planting maintenance plan, Mr. Whitehead suggested making provision for replacement of failed plants within a set period. NEDA said it would be useful to have any town guidelines on maintenance plans.
Under open land and recreation facilities, NEDA proposes to redevelop the trail on site, in consultation with the Conservation Department. Mr. Snell suggested addressing bicycle linkages through the site to Sandy Pond, to Concord (via the proposed underpass) and along Bethany Road. NEDA agreed to supply two plans for matters such as this that are affected by the Crosby’s Corner project – one for the interim situation and one for the post-reconstruction situation.
v) On lighting, the Board stated that it will want to look carefully at the photometrics, since it is not only concerned about avoiding upward light pollution but also about glare that can be caused by low-angle light. The appropriate level of illumination was discussed; the Board accepted that it will need to be sufficient for the safety of elderly residents, but also referred the applicants to the Library Lane project where the public was happy with lights spaced a little wider than the manufacturer’s recommendation. The number of lights is likely to be reduced at night; information on the scheduling of different levels of lighting will be useful for the Board.
vii) The traffic study carried out was considered satisfactory. However, the Board stated that traffic analysis for the construction period will be needed at some point. NEDA does not anticipate a need for mitigation measures off-site. Information on the plans for group van transport and the relationship between this and the level of parking provision would be useful for the Board to have. The Board will wish to know how event parking will be accommodated. NEDA is also interested in exploring the idea of ‘reserve parking’ with areas kept green, to only be released for parking if the need arises.
Where the driveway from Sandy Pond Road crosses the stream, a one lane section with stop signs is proposed. NEDA was advised to discuss this with the Fire Marshall. The width of roads generally on the site was discussed; the Board suggested that they could be narrower than 24ft. and recommended NEDA to refer to a book of roadway design guidelines produced by the town.
ix) For the building plans and elevations, it was agreed that to keep these manageable, NEDA could supply them at a variety of suitable scales ranging from ¼” scale to 1/16” scale. NEDA explained that in the cottage units, provision of lofts with dormer windows is to be offered as an option to the first occupants, therefore flexibility will be requested in the special permit. Some units will have walk out basements, mainly those on the slope near Saw Mill Brook.
Colors and materials were discussed. NEDA is considering using a varied color palette. The Board thought that a sheet of photographs of samples with identification labels would be useful for record keeping purposes. For assessing the proposal, examples of nearby locations where the color palette is used would be helpful, as would color rendered drawings. The Board may wish to have an opportunity to see color samples in different lights. The question of vinyl siding will be open to discussion.
NEDA recalled that they had heard different views from the public about the question of gating the access driveway from Sandy Pond Road; they would like guidance from the Planning Board on this. The Board suggested showing the access without a gate for now; it can be discussed at the public hearing. A contingency approach may be possible. NEDA plans to state its intention of limiting access during construction to emergency vehicles. It may also investigate the use of a rough paving surface to deter drivers from cutting through the site
Mr. Domnitz mentioned that the Board would wish to look carefully at views of the site from Route 2, an important gateway to Lincoln. The location of the rental building may be significant in this. If site roadways are narrowed, there may be increased flexibility to optimize the layout.
David Albrecht, engineer, asked whether a full drainage report was needed. The Board responded that various drainage issues are included in the site plan review as set out in Section 17. The Board will need a study to be submitted, which it will ask a consultant to review. A simplified narrative will assist the Board.
Mr. Snell advised NEDA to ensure that the affordable housing component is processed with the Department of Housing and Community Development in a timely way.
The timeframe and process were discussed. NEDA is hoping to submit the special permit application on December 20 for a hearing on January 17. The town-wide mailing will be needed in early January. Adjustments to the design details can be made during the process. A review fee will be required, for legal and engineering reviews. NEDA is free to have overlapping discussions with other Boards as appropriate. In due course, the Building Department may wish to appoint a Clerk of Works to review construction.
9:00 PRELIMINARY DISCUSSION: RURAL LAND FOUNDATION, Mall Project, 145 Lincoln Road, Map 95/ Lot 38, special permit review requirements for South Lincoln Overlay District, Section 12.7.
The RLF’s staff and development team attended to update the Board on the project schedule and to discuss the submittal requirements for the special permit following Town Meeting’s recent approval of the preliminary development and use plan.
Mr. McGean thanked the Board for a constructive process leading up to Town Meeting and the Board reciprocated with thanks to the RLF for being responsive to comments. Mr. McGean said that the Post Office is pressing for a quick process as they hope to be on site by fall, 2007. Mr. Whitehead suggested a January 7 submission for a February 7 hearing (unless NEDA wishes to exchange timeslots).
Submission materials for landscaping, lighting, materials and signs were discussed.
The RLF proposes to keep some portions of the existing hard and soft landscaping on the site and to match new materials to the old.
For lighting, photometrics will be supplied. Types of lights have been selected for the various parts of the site (canopies of two heights, the parking lot and the café frontage). A small change to the parking lot lighting will be proposed, with lights to be higher and more widely spaced than previously shown. This change aims to provide a reasonably even level of illumination without too many poles. The Board questioned the use of uplights around the café; the idea of some walkway or terrace lights instead was discussed. The Board advised the RLF to ensure that they coordinate their lighting near the perimeter of the site with provision on adjacent walkways and parking lots.
The RLF has obtained samples of the proposed shingle paint color and metal details for the mall, together with samples of the corrugated metal roof proposed for the new building group and a potential metal siding material. A proposed change to the fenestration pattern was shown but the Board preferred the previous version. Thermal solar panels will be proposed on the roof of the Post Office.
The proposed system of signage was outlined. The Board suggested that the RLF consider the degree of freedom that tenants may want to use their own logos, and also whether a few of the signs were superfluous. The special permit may be used to prevent windows being used for additional signage. The proposed sign material is synthetic with a painted, wood carved look, in a black metal framework.
The Post Office sets out its standard signage in a manual. It was agreed that Lincoln is likely to want to modify the standard version, as it calls for internal illumination which conflicts with the bylaw and for signs which are very large in relation to the scale of the building façade.
The Board suggested that the RLF compile a ‘punch list’.
The Board mentioned that it may require third party review of the drainage design. David Albrecht stated that the system is mostly an update of the existing one. It was agreed that the need for professional review can be considered and a fee assessed later if it is determined to be necessary. The RLF intends to put the construction management out to tender. RLF staff and Bill Jackson undertook to ensure communication with the town. The Board also asked for continuing communication over train-related issues.
OTHER BUSINESS:
Route 2 Accidents
Mr. Snell mentioned that the Board of Selectmen will hold a televised meeting on December 18 to discuss the recent spate of accidents on Route 2 and any implications for short term safety improvements or the case for increased priority for funding of the Crosby’s Corner project. Mr. Snell will attend.
Town Planner’s Report:
Annual Report
Mr. Whitehead has drafted a Planning Board section for the Town’s Annual Report. Copies were distributed.
Legal case
Mr. Whitehead provided the Board with copies of a recent legal case, Bransford v. Edgartown.
Minuteman Commons, Virginia Road
DHCD has identified some inadequacies in the treatment of the affordable housing component. Kathleen O’Donnell has also reviewed the documents for the town and pointed to a few problems. In the meantime, the development is advancing.
Omnipoint, 295 Cambridge Turnpike (Farrington Memorial)
Copies of the application for a wireless communication facility were distributed.
Lincoln Fuels and Arthur’s Oil, 110 Concord Road
The Board signed the decision for new signs.
Septic System Issues
The Board briefly discussed issues related to septic system approvals.
The meeting was adjourned at 11:10pm.
Submitted by Catherine Perry
Approved March 14, 2007
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