welcome everyone this evening to the plank mission meeting we have a we have a few items on the agenda before we get going i want to there's a couple of minutes to the agenda would call out number one is the second item under simple under consent agend simple parcel to lot subdivision has been postponed so that struck from the from the edge of this evening's agenda underneath the minutes there's a typo and we're looking at going to be reviewing the minutes from february eighth twenty in february twenty second twenty eight hundred twenty seventeen and under other business commissioner mangan is going to give us a little bit of a presentation this evening on the use of google  docs so that won't be a drastic thing but we will be talking about that so as we get into this well i'm going to do right off the bat is to have anybody's going to talking to us this evening if you could just stand like this where u n and get that taken care of so do you swear that any testimony you present this evening will be truthful to the best of your abilities think you painless this time chance to meet yet but i'm never late is a job i need david myself josh john the other john ned so this is a good group i'm glad you're here it's nice to see you i think before we get into the other public comments i'll go on public comments and say i think it's kind of neat to read maybe see the output of of what our staff does i'm a little i'll be a little selfish but a little bragging a little bit i think that this group of commissioners and staff is probably the most functional group that i've been associated with since i've been on the planning commission so i'm going to say probably eighty to ninety percent of the issues have been resolved by staff before we ever see them and in my mind that makes our evenings a little bit easier and a little more targeted so that we can actually hit the things that i don't agree with them all the time but you deliver us a solid package that we can agree with or disagree with or we're not having generally we're not having to to develop so i don't i don't think we see the that you do but we see the outcome so that's my political speech thank you i would i would echo that you throw my two cents in in my role in real estate i get to go to a lot of other towns and i will say we probably have everything behind closed doors with very little transparency and they're allowed to do that by statute but it just right we very rarely use deliberative session less we've got something really complex and legal and i think it's better for the application it's more collaborative and to dust in supporting our staff does all their homework ahead of time and i think you know having gone to a lot of other towns plenty commissions and dear be staffed as a hell of a job so i'm anxious for you to see i'd also like to note it's a very family friendly commission i mean cue the kid in the puppy before that have been extremely contentious and i think we've done very well about getting through them and managing it so this is been this is kind of sad to say so let's move on to public comments which were there were some  there in the public comment section as they have to be for anybody to speak to us on any item that's not on the agenda or on any of the consent agenda items and we do have one this evening which is a simple partial boundar james sandra and charles bosley this proposal to subdivide property at two forty five to fifty seven lost nation road derren is there anything that staff would like to say about this there has actually been working on  other sickly so so yes they're going to do eliminate a boundary line and the owner of the lot to down low will take the majority of acreage and the owner who had that little three acre who is presenting will give us a rundown so we can look at this while we talk so this is it's not a vision that was done about a year ago and circle is a new road that was are off thompson drive the proposal now is two it's two applications but both sort of tied together and in tandem because proposals to shorten ride pine circle by approximately ninety accommodate moving everything on lot five approximately thirty five feet to the southwest nothing else really changes there except removing a retaining wall in the rear of the property but subdivision application thirty feet the diameter of the right away on the end of red pine circle is one hundred thirty feet so we have as much of a cord distance length in the hole the sack there's a normal reduction allowed of seventy five percent of the normal frontage for a district that would be one hundred fifty feet in this case because they're asking for a last planning commission can approve a plan with last as long as the meets the requirements of the zoning forty seven years now this is a general standards page forty seven is a french acquirements may also be waived or modified by the planning commission association with approval of a plane unit development und park then you're actually restricting it a little more than you would for a straight away driveway i believe that's my interpretation property yes i actually realize that the warning is a little slightly incorrect they are not moving the three parking spaces under the proposed this nothing with the site changes except for where things actually live a relative to read and circle the other except also that the retaining wall that was previously approved along the rear will be eliminated because there's no more need for  grading is sufficient not require that the applicants originally submitted a plan moving these three parking spaces very here over to the side of the building because  so going back and forth the applicant we said since there's already a waiver for the fifty foot front yard buffered in order to construct the storm water retention pond and install utilities and made more sense to keep those parking spaces where they were instead of having an odd three of them over on the side of the building staff has no other issues application sliding that the purpose of the function of that i would actually i would actually propose that we waive the three parking spaces and not encroach upon that buffer for anything other than that which i'm not i'm it and not long term purposes and that's what i see parking spots is for and that makes the as things soon as you start using for some like that why even have a period and i don't think we're ready for that on our list for storm water retention your purposes only so what do you guys what would you guys think about that so really when we submitted the three spaces over here they came back to us and said you  mission carry seven zero public hearings open thoughts questions comments to take a motion to close the public with the public by josh seconded by hsu just in case there was a question on the first  all those in favor i posed the motion kerry seven zero public hearing is closed we have additional questions thoughts forty foot shared access that goes have a motion for the minutes of february eight stated that there would be costs over discussion with both applications however the commission would act on each application independently or that there are any other adjustments or corrections to the minutes consulting team came in and and when you know when another meeting would be and they are just finishing up the last chapter right now so the track will be it's never out of our minds so i want to take a few minutes tonight we've we've number of years ago we made a change to go electronic trade route we started using the docs really as john who has a fair amount of expertise or at least exposure and work with us to look at it and see if maybe present this to us in a little bit and give us an overview this might be a way for us to actually be able to then maybe more effective by moving to a different platform some of the limitations of of f t p is that in some cases you can always get company  in the objective of this is not to create different work for more work for staff but really it's to see if we can come up with the even more effective way of distributing documentation so i think question is going to be right now they're using words tricky and they have to use the i'll cover that calendar and everything very extensively at work and computer software developer systems engineer manager so i have a lot of experience using different platforms latest share point as did not know that yeah that's probably one of the the one the biggest limitations but if somebody leaves in a file by accident like the agenda or whatever if you nobody else can get it get it until it's closed it's also a relatively static point in time copy like from the time  you know unless you sent another email nobody would know that changes made so and then there's the issue of kind of disconnect the communications between documents and e mail so if there's you know questions that come up about a particular document sometimes we have a lot of documents  essex is using google docs already so i actually reached out to rick perry back in december just to get his kind of permission to propose this as an option for the commissioners and to staff so it's you know just even bring it up because i don't want to encroach on the areas we should be going on especially when come to like computer security and whatnot my personal opinion is this is actually more secure than you have to be reassigned but we won't get into those details  so he's all good with it he said you know feel free to propose it and let us know what you guys want to do if you decide to move forward what he would do is they he would actually set up accounts for all of us to use and you guys merit have them i'm sure you probably do so it would be very easy transition for you depending on how much  actually use docs versus just using email some of the things this gives us as does dimension works on pretty much every platform so whether it be a my phone or tablet p c maclin it's whatever i can get to as you cover this you know obviously with with the public meeting laws and so forth we can't do any parte discussion so we would still need to be able to be observant and not have i mean this would not be a platform that we as commissioners could share back and forth between ourselves outside of the meeting but we certainly couldn't share back and forth with steph as we should be doing anyway so we have questions and clarity so there's been this great point and you know i don't know how it's not available so the other benefit of guys who could share that link with the public they can access all of the packing materials without having a problem request from staff scientist have one here for their next meeting all of the agenda items are here someone can go in and it's pretty intuitive i've used it extensively too on the echo board and it's intuitive just we're going to make sure we want to set the security for the commission that we can download and in so figure out the  difference for me as an individual commissioner i highlight a ton of stuff they're to pay attention like when the applications up i highlight sections that i want and i want you guys necessarily to have to deal with my highly it's going to you don't want to look at that but we can't we can't really because yeah well we shouldn't really be doing in my opinion i know we're getting the process here but we really shouldn't be looking at applications and having questions before we should our process should stay staff does a report we hold a public meeting questions getting answered there if we have an issue where there's questions coming up during that then we've got a process question happen occasion questions so we today as individual commissioners have the right in my mind the expectation to go back and forth with staff on questions for clarity of our own positions and that documentation i think there we need to be able to to have our versions of the documents with our own edits and thoughts and so forth if there is something that the staff in those discussions feels needs to be communicated out to the group as and as a whole that comes from staff to everybody equally that gets posted on the on the on the more open press platform has and we we often talk to dusty before the meeting the day of the meeting to figure out what any technical issues there are and so he knows what to expect and i think that feels perfectly fine yeah i think that's normal what i would want to get is what i've seen in some other governing bodies which is enough of this would have with our group but we wouldn't want one member starting to pepper staff with to do these questions outside of the folder the same we do now with the date and make it just read only right so only and you can even make it so that we can share it with anybody if you want to but if you post it as read only and we can easily you just say file save a copy and then you can do all your  so that's in the other thing we can start doing during meetings as we can actually start writing in the proposed planning commission findings and we would if i did it and i was logged in you would literally be seeing it up on the screen if i've spoken about this before really just want to put it in front of everybody to see if there is a support for moving to this you know an enhanced platform because i think there are going to have to be details i mean that ideally if this works well then i'd like to  y let's let john work with the town i t staff and come up with a a plan and then come in and then start looking at what do we need what's missing do we need do we need something else would we need different security and you know come up with a draft  guys have all done this before so it's a good product but you know we bring something in there's no rush to do this but if we put it in and do it in comedy it all these things and it doesn't have to be complete we can face this everything could go up as a read only to begin with no no collaboration no nothing just read only and then we could sort of figure out what are two things to be on the application or whatever's going on tour and that's the idea just like the the commission and not the public too because they start asking us questions that i feel  could not have the public assets question i just meant if we have something going back privately and but with with anything like this we can start very restrictive and we just are very limited and then fun with that and then figure out what's what and comfortable  on that's helpful but maybe not so minimal and nothing really to do with the read only docs but you can suggest that it's which actually could be really helpful one if you have one person that's kind of taking drafting up those with the wording for different  you just set it up and we follow everything that comes in this mailbox to you ever for you know and we never even going to the g mail account so if somebody tells you in the dark it's going to get forwarded to wherever you prefer to get your messages from the start the log you know log mean the tool that you're i'm assuming that this is a tool that you guys are going to be using routinely in the town practices and so forth going forward and this seems like it's a it's a good extension of that i think it brings enough options to us to make it better and it's as we said it's scalable i mean we can start real small limited access read only mimicking of the f t p functions but wouldn't be limited to th john and i'm glad you talked to rick and that he thinks this is great and google docs disease in other parts of this organization so after tonight i think we should get together  with rob and shannon you know righty department and talk to them about what we learned tonight and see how we maneuver this who're well you know if you like me to come in and before we end i want to i would like to urge us to before we caution to actually develop a plan and let us pick it apart you guys before we put something in let's let's let's talk it through because i think once we once we have an idea in front of us then we start putting in the questions tom that you had dave that you had and find out whether or not this is a clear you know this is a phase one face to face three you know and and then sort of struggling once we start trying to use it and we still have to maintain you know if dad wants to maintain a paper coffee we still need to maintain that process and not exclude that from this disorder he said i think  people start talking about the you know the i don't know security or legality around the council we might actually look to the select board to put us you know supply us with tablets or something that are linked to the system and furthermore so you know greater security because they wouldn't be outside use type tools were not there yet yeah we'll let our town manager worry about the fact that that's been open meeting law and record retention google docs will have all that up online it'll be the dana you guys can you can talk with your folks if i mean if that's what you want i know john has has gotten ahead some communication already and could could continue this as well so it's kind of i think this is probably a initially  to talk internally who you want to and then bring john in and develop and let john develop the plan if you want because we've got a lot of work going on on the a t c and so forth let john do some heavy lifting  from the other staff about support for this direction then you know bring it in and direction i think we mapped it out and then let that let the different departments make sure that it is that it can fit within their their workload and everything else and then we just see if it if it is able to support or need so that was the last thing is kind of you know just a new and as we said and as i've said and as dana doesn't want me to say all the time i know because it's more work sometimes but if commissioners have things they want to present and they want to talk about let's do it  i think it's a big thing for getting even some of the village guys in because the the movie the town center presentation we've been getting we've been getting crossover and i think that's been phenomenal to get you know other folks  and just coming in and talking with us and sharing you know the discussions that are nestle related to our regulations because if they're used to discussing topics with us that are on the regulations they might actually come in when we are talking about and i i totally get where you come we just need to fit in so we're not dumping on i mean we're not trying to dump on staff and we're not trying to make extra work and i know sometimes we have initiatives that i think sometimes it can feel like that we're not  so i think it's we just want to keep everybody involved in and provide opportunities for other people that don't normally come to our stuff to come to our stuff get them interested just keep if you could keep us in the loop on that like if you're going to have a presentation to let us know beforehand would be great when our schedule we want to find it we want to do it the right nights we don't want to do it on the on the heavy load so it's not going to we're not going to schedule these outside of you guys it isn't going to be that we really want to do something  you know the time frame based on who we want to bring in or something like that but we're not going to we're not going to pay surprise other than john you know it was just just loop us in to this because communication open and we don't mind work we just like communication ideally we do that we do these sorts of presentations on nights we have like a consent agenda item on li or something like that will fit again without you know