will so will get started one way or the other like to welcome everyone the seating to the planning commission meeting of town of essex there is an additional consent agenda item for red clover vents temporary site plan to request for temporary site plan approval to operate food trucks and music on a portion of the parking lot and green located at twenty one essex way and item number five on our agenda which is eric morris doing business as david drive properties that application has been moved to the twenty eight that there are any other amendments there so before we get going tonight i'd like to ask everyone to rise we're going to swear everybody in because the public comment section is going to be and also incorporate our consent agenda item so do you swear that any testimony you present this evening will be truthful to the best of your abilities thank you so just to put this the next item is public comments public comments as an opportunity if you folks to give us any feedback on items that are not on the agenda or as the case we have tonight items on our consent agenda so we do have three items on the consent agenda item consent agenda item lot of words that he would have any comments that they like to offer to the commission and that includes commissioners and staff for consent you so so i had a question on the twenty one essex way one edition number six i'm wondering where the condition no candidate shall be permitted on the premises came from issue so that may have not been intended to be included specifically for this probably came from the police department for another concern so i don't think there's any issue pulling not condition i just want to make sure i wasn't missing something  if the only question i had to have a question on is this is the applicant show monitor parking during these events and one of the really what are they monitoring it for me that seems kind of pointless to say that without having requirements of what you're monitoring and believe that they are monitoring to see if further parking is needed than what is anticipated in the application and based on what public works has agreed to  so that the applicant is here this is public comment section so maybe we can now ask how do you interpret that condition of monitoring parking works and i don't see that we're ever going to have the issue if we do i think being able to monitor it and try to figure out what do we do do we limit it to a certain point if that ever becomes a problem that it's too successful that's a great when i see i'm looking back at one of the public works comment that just says that parking issues arise applicant should be required to provide an alternate means for parking on site i would almost rather take that language of but that is the condition yeah get rid of the any other questions or comments on any of the consent agenda items i because we're offering some language changes if you feel the language is clear changes as noted you know discussion second so just to be clear striking can in apt in the red clover event striking condition six in amending condition eight to strike the words the applicant shall monitor parking during these events replacing it with the language if parking issues arise during an event the applicant will be required to provide alternative means for parking on site or decrease attendance right good it's good all those in favor of the co so this application is mainly to increase the capacity of the rex theatre there are a few other site changes that are proposed some of those have been withdrawn from this application for now they may come back at a future  movie theater building and there was also  no using the storm or a pond for any skating during winter months so public works as opposed to both on the basis that this is a shared stormwater system for which the town actually hasn't he is meant for to maintain it so there are liability and increasing capacity of one hundred seats within the t rex theater these are seats that would be removed from the front rows of the theater to make standing room only space so a total of five hundred to feet with a minor adjustment in order to make room for the sidewalk for a live performance for performers who are doing these live events had to have a space to change and a of proposed a turning drive from behind building two of the outlets into a one way drive where there will be additional parking behind building tucson and zoom in here here forty four new spaces are proposed behind this existing outward building on the south side with a one way drive connecting from the theater parking lot over towards the  extension of billy butler drive here those are the elements of this application has presented and amended by are reminded by the applicant so oh well what do you do security staff by the way roxicodone there any of the i'm going just going down through quickly the conditions that we have based on that the things that were actually what the conditions that we need to modify we would need to strike be any questions for staff know and i apologize if it's in here and i didn't see it but is there any intention on changing or adding signage to the intersection the of the one way to the loop around know and potentially signage for people coming knowing that there's an actual input i'm just concerned about about so much traffic for so long has come around without expecting anything to be coming into the into the into that loop around like that that has me a little concerned i'm not over i mean i think of those in favor i opposed public area is open six zero any questions or comments i make any simply fires he was concerned was mainly in just being able to set up a lot of trucks within that one thousand foot with space it's only eighteen feet between where they're going to open it the existing drive and this corner right here after this point opens up to a full twenty foot in fact more than twenty foot went so that's eight hundred feet now so irrespective so the fact that we're adding traffic to it has so in our commentary section and without having to rewrite the step findings of the staff but if we could add something stating that as of this you know this this meeting the applicant has pulled the  the ice rink from consideration the commentary about them is still in there and probably still valid but tweak it the stipulation changes are we good with removing eleven and one f of david or you're sitting there typing give will give him a minute and you can read back what you've written and see if john john and john agree under plenty commission comments during a presentation the application both staff and the applicant noted that they  changes relating to the ice skating rink and fire pit in may bring these forward at a later date the up can noted that additional signage will be installed to address the change to vehicular and pedestrian traffic resulting from the increased parking in traffic now flowing between the buildings now does that color john you sir tom you mentioned something about the road with did you mention that i did not in the fighting's you could you called out that you want to say that the very few o say we want to know that the road is good today and it's going to be good tomorrow somehow you want to make our traffic signage a condition of approval or just finding they're here i think that what i would look for the signage on in either direction of approach to the one way intersection that there actually is one way traffic what's that what's that what's the loop road called what's the do you mean is there is there no there's no name so the main main the i would look for an either either side of the approach or either i can't think of i can't think of freezing rain now so i think it's on the plane and i think if you're satisfied with the signage on the plane they have to install it on the plan so i think we'll be ok you're ok but i guess what i was aiming for was not not the one way sign and so forth but the but down below near the near the near like the drainage ponder something you know they exist that there is now traffic coming in and out so it's a there's an there's a that intersection coming up not just not just the loop you're talking about where you where that corner is yes that yeah i mean i think we're i'm not sure what signage is going to do there people are so brainwashed that traffic never comes off the left that i think and i'm sure we could do on that other than putting a stop sign on but i would leave that as a you just the i would rather badly i would i would actually recommend that as a recommendation not a stipulation because i'm not a traffic i'm not a i'm not an engineer and so forth i would recommend that there be a new traffic pattern sign age to use your words for a period of time and i think that's probably cheaper than accidents killing two new findings for you to consider the commission noted that the eight hundred foot road weighted with between the buildings is an existing condition that has served the use of the roadway were in fact open up at either end the commission recommends that the applicant is told temporary signage at the intersection of the was good next six minutes from five twenty four second by john i have one one change i would like to suggest and that is on line eighty i would like to change the word would to sh because i think we were very specific here other than that i have no other comments on the minutest as anyone else question line one forty five i just can't think of the word  i think that's supposed to read the sewer nun's calculate sewer allocation based on size of the building rather than parking as the rest of the  of those in favor of the minutes as moved and amended i passed six zero other file folder business so we do have a couple things to assign  timing on that other one significant enough that we may have to come in during the week running on the one goal gymnastics there's an edit that needed to be made and then to reflect the same change we made minutes tonight  you can we can chat about that or another forgot your run upstairs for two seconds you know well let's just let's just leave it at that we can we can address it  on and at that at the outside and we might have to we might be requested to come back in prior to the next meeting that's all that's what you can do that i can and so the other item that i wanted to get back to talking about  like the next generation so john what is this something they know darn you were sort of on board or that at the time but we needed a little more time saw the thing that we need to resolve some are staff and the i t department i think are ready to start moving forward on this there were just a couple of unresolved questions about how it would be used so it could function exactly as they have t p does now that whether there may be some documents that are only for the commission's eyes and off to the public if there were a situation that we could email something confidential or not for distribution but just bring up some of those questions of how we use it and paying attention the other question was we had talked about doing collaborative editing of conditions and findings in real time on the screen because we have the ability to do that with google docs but the question is wh cornyn i don't think this is just a staff effort i know the i t staff and the staff are going to be ones doing it but we're going to be the ones using it so i would really like to have representation of the p c and design of this workflow because otherwise our usage of it will be missed and we will have to use it in a way that maybe isn't functionally correct so i'd really like it if if you guys would be amenable to working letting john work with you directly to come up in the design a workflow that works for everybody and it doesn't step outside of the towns i t process but it allows us to integrate and actually work and use it effectively absolutely in that sounds good and i know both your questions are so on the first one i think we have to decide whether there's anything that we want to be available to the public from an i t perspective they can restrict that so they can say don't allow any public sharing so i think they're going to look to us to say do we have that do we need to and you can do it by folder level so you can for example say we had did want to do it but we want to make it really clear like what we're sharing you can have a folder that says public and only what's in there is a lot to be seen in the public that could allow them to think we just maybe we'd have to have you know that someone's i have some someone from staff is going to be the ultimate owner of what we're adding so you know maybe the procedure is that after a meeting they lock it down to read only you know and so nobody can go in there and change anything and that's you know that's my request to be that you come back with you and you come back with a proposal get the questions asked come up with an idea write it and then come back and present a formed  form the workflow i mean as far as as auditing i mean we would have a policy that says there's no editing of these documents outside of a meeting there's no collaborative if i understand it all the changes of the track anyway so be poking around in the foot so even something on a commission or a change something what we should do is so so i would recommend a couple things and you guys are doing this one is either get legal counsel or a staff input on what  public records statute says if all those documents are public records and can be gotten through that process then we should just let them all out there but terms of the documents those documents should be read only even to us and then if you want to have one that's and i have my recommendation would be no word documents going out to the public we don't want to ever want to give somebody the opportunity to have the raw document to have it so p d f only and then if at a meeting you want to unlock it at the meeting and say oh so we also have that we also have an existing model i mean it is my understanding that the select board is using using this so over there i'm not sure what level or what extent but my expected i don't want to go into the details and i mean that's why i would like to to you guys come back and bring a presentation people who know some of this stuff and can tweak it so come back with a proposal you guys who are used to working with some of his management doc your management control and stuff start picking this apart and then let's see if we can roll this out i don't want to i don't want to i mean we can design it but i i don't think we have to reinvent the wheel but it's take into account you know the what needs to be in public domain we need to be publicly visible and i don't i would potentially disagree that if it's a read only i don't know that it matters whether they can see a word document or not if our master copy is locked down such that only staff can edit the master copy and i would just debate the need to have it in a particular  format but i think your point of having no staff be an owner of it so if we want to edit during the meeting it has to be staff that does that that's just security levels that you know that's a level of security that should be able to be established i'd be a lot more comfortable  anybody at it yet i don't think anybody should add it you know we bring it in and the one edited version really probably should be in the meeting and if we want to create our own copies of the packets up there but we pull a copy into our own space and do one's so the other piece is do we do we would we get issued you know that's a town the emails so that they have all over those accounts i'm not sure how they would do that for the planning commission i know from the conservation trails committee they just what we do is we have a google account specifically for conservation trails committee and i share a wink and directly email members at the email address people have found them out allows them to get and look at it from all of those are public because there's an obvious issue of making motions and crafting in the way we have in the planning commission like have as part of one of the questions in town i t if we can create a town e mails because if these are going to be reviewed and looked at  forth it would be more official and more effective to a distinct lack of somebody who has to leave or get dismissed on whatever for whatever reason they'd have controlled the lock out of the account so they still preserve all the history of what has gone on to the site but that does that sub john i think that that some of the your questions your knowledge of that is there me you know that you've done this sort of thing before so go forth and fruitful  it's just you know i would really like if you guys could come back with a formed process or flow that we could look at and and then find the gaps in that find find what's missing and tweak it or reach out to different areas if we could do this over the next  couple months just so that it's not something that drags out forever i don't at least a basic framework doesn't have to be implemented but if we can draft something up and take a look at it poke at it and then see what the uplift is from that do you do how would you review this and to do you have any regulations that we can borrow from or do you want to put in regulations so that we don't have to regulate it or you know if you wanted to shingle regulation on top of the state would do right now they in the  jurisdiction over it so it's approved by right and that some of the issues that staff thought of with regard to this are no way is and why it's you know all the typical fuel other safety concerns related to you know flight paths and everything but those are regulated by the f a a at the national level so we don't really have to worry about that and then the other thing that i threw out there is you know thinking about  energy planning and do we really want to be promoting this sort of thing do we want to try and limit it in an area that already has a pretty good transportation system in an airport twenty minutes away so these are just the questions that we're thinking about and we don't need any formal input from the commission we're just looking for ideas that you might have that we haven't and we're going to send you back to the to transportation board with here's how we would review something like this and you like you think you could just be a flat a grassy area that the landing pad and there's a question of temporary uses you know just for the weekends you know or once or twice a year versus a regular you know operation interesting to see what it's i mean you know even you know ours obviously but what do some of the big urban areas use other areas where they have for help heads and cities over the considerations for proximity to two neighbors and so forth i mean it be nice  if you or your rotors had more than you know a few feet to your neighbor's house and you may be good enough to set it down but all right how do you how do you trigger that tractor that review so if someone came in right now we can call it  is not us towers lights flight path all that is is not so we never we never had that as a consideration was the transportation bill you mean the thing that's kick and kick it into review is things like driveways and roads and how do you get people in and say to access exactly now are also i'm talking about said axis it has nothing to do with us it was trying to figure out what what triggers the review of that particular use or for that purpose i just can't imagine exactly what i mean you could just go ahead with any and other aviation facilities that might be related to the cannabis question we have i mean i'm thinking like drone stuff you know because in the near future that's going to become a lot more relevant with drone delivery things events you know people you all right well so we got some ideas to give