MINUTES
FEBRUARY 2, 2004

Present: Nan Stolzenburg, Steve Caine, Deborah Herrin, Andrea Herrin, Midge Dube, Lynda Battenhausen, Rick Smith, Guy Mitchell, Dot Mitchell, Peg Gaines, Gary Vanderhorst, Al Larue, Marv Schorr, Sally Ellms, Jenna Smith, Jim Leupold, Dave Wood, Bill Heilman.

The meeting was called to order at 7:05 P.M. Steve briefly went over the agenda for the meeting and stated that toward the end of the meeting there would be “privilege of the floor” for anyone who would like to comment.

Draft minutes were sent out via email to most, and some by the postal service, within a week of last months meeting. Chris had Joyce Riedinger, who updates the town’s website, put the Draft minutes on the website after changes had been made. There were no additions or corrections to the January minutes.

Nan Stolzenburg introduced Don Meltz who is a planner and GIS specialist. Don does mapping and analysis of map resources. He does build-out analysis and evaluates environmental limitations, and assists in all aspects of the planning process. Don showed samples of computerized mapping that was done for Broadalbin to give the committee an idea of what is available. Each GIS map can be considered a layer. The maps can be combined and looked at in any way. Don feels that two of the GIS maps that are important are the parcel boundaries, which show the outline of properties on the map, and a soils map. Both of these maps are available for Charlton. Don explained why some of these mappings are important and what information can be retrieved from them. He showed maps that locate water features such as streams, surface water, and wetlands. Other maps showed farmland. Another type of mapping is called a build-out map which shows green dots for every existing residential use in the town. That map is combined with other layers to get an environmental constraints map, which is a combination of wetlands, steep slopes, soils, and water features. This map shows areas that are buildable as opposed to unbuildable. The town Zoning Ordinance would be overlaid showing red dots where the zoning ordinance allows another structure to be built. From this build-out map, projections can be made using our current zoning laws on how many new homes could conceivably be built, how many students could result from the new homes, number of extra cars on the road, water usage, number of police and fire departments needed to accommodate the growth. Deborah Herrin stated the importance of having the correct, updated information on the maps. Don said the information will be as updated as the tax roles because that’s where the information comes from. Nan explained that the committee will be given draft maps, at which point they will be able to edit and correct any information they find that is not updated. After all the mapping is completed, the information will be put on a CD and be given to the Town. The information will be helpful to the building inspector, the planning board, and the zoning board, because an inquiry for a particular parcel could be asked for and all the data for that parcel would be shown. The CD should be used as a tool for the Town and their Boards. Al Larue brought up the fact that in the 70’s there was a natural gas study done in the town and there was a lot of information retrieved of where there was water. Al said that the Army Corp of Engineers did the work. Nan said it would be helpful if this information could be used. Deborah Herrin said she will talk to Zeb Hamilton, John Mitchell and John Morgan to see if any of them know where to go for the information. Marv Schorr will check with Bill Collier who was chairman of the Environmental Commission at that time.

Deborah Herrin reported on the local data collection that has been done to date for the town profile. Jim Leupold stated that Galway, Burnt Hills/Ballston Lake, Amsterdam and Ballston Spa School Districts serve the children of the community. Jim spoke with Paul Jenkins, the Principal at Galway, who will get the information together of the children who live in the Town of Charlton and go to Galway School District. Jim said Mr. Jenkins will also try to get information for the committee on how many children are home schooled. Sally Ellms contacted Bill Hostetter (BH-BL) and is waiting to hear from him. Deborah asked that everyone give their findings to her by February 8th so there is no duplicate work being done and to see what information is still needed. Deborah and Lynda Battenhausen worked on the community profile, finding different organizations and clubs in the town. Deborah has the streets, the businesses, churches, schools, libraries, watershed study and the Saratoga County farm plan. She plans on getting the Saratoga County Comprehensive Plan and the Economic Development plan, both of which are old. Deborah will put together a summary of all the people she has contacted and their email address and phone numbers, because the committee will need to work with them in the future. Steve Caine asked that everyone try to get their information to Deb as soon as possible because we needed to get the information to Nan by March 1st.

The “Image Preference Survey” was brought up and Steve asked Nan if the committee needed to make a decision tonight whether or not they want to use the survey. Nan said it could be put off another month. The Image Preference Survey costs $975, the GEIS costs $3500, the Photo Simulation costs $300, and each does specific things. The committee wants to look at the cost benefits of each of these and determine if they want to do them. They are all optional to the process. There are time restraints on each of these, and Nan needs to know if the committee wants to implement them so that they can be fit into the program.

The details of the March 6th Planning Workshop were discussed. The meeting place is the Charlton Freehold Presbyterian Church in the village at 9:00 A.M. A notice will be put into the town newsletter. Nan did a press release that will be mailed to papers. It should go out two weeks before the Workshop. Nan will call and talk to Steve Williams from the Gazette. The other papers for advertising will be the Times Union, the Saratogian, the Spotlight, the Glenville Weekly, Ballston Journal, Community News and Amsterdam Recorder. Nan will contact them. A blizzard date is March 27th. The blizzard date should go on the press release as well as the posters.

Andrea Herrin did a draft poster for the high school and middle school at Burnt Hills. Andrea can change the font and wording for posters around town. Andrea will also give posters to Jeanna Smith to place in the Galway School District. Jeanna spoke with the editor of the paper for Galway school and they will put an article in this month’s issue. Nan suggested putting the posters in post offices, convenient stores, community boards, churches, etc. Nan also suggested mailing the poster along with the letters inviting the local officials, ZBA, Planning Board, Town Board and community groups to the Workshop. The posters should go up no later than the week of February 15th. Andrea and Jeanna will get the posters up in the schools before the 15th because the schools are closed that week for winter break. Steve Caine will write the letters to the Boards inviting them to the Workshop. Deborah Herrin will make sure the Planning Workshop poster goes on the town website.

Room setup for the Workshop was discussed. The tables should be set for eight people at a table. A maximum of 10 people could be at each table. If there is overflow, tables could be set up downstairs in the church. Nan will be using a projection screen and suggested the tables be set in a herringbone design so that people’s backs aren’t to the screen. There should be a welcoming table inside the door where people sign in, get name tags and table assignments. Nan will also need a small table for her computer and projector. Nan will bring all materials, pencils, paper, stickers, cards, extension cords, etc. A discussion ensued on what to do if more than 100 people show up and have to be split into separate rooms. Nan has a presentation and everyone has to be able to hear her and see the presentation. Steve Caine will bring a sound system and an LCD projector to be used, if necessary, in other rooms if there is an overflow of people.

Refreshments for the Workshop will be supplied by Ann Vanderhorst, Sally Ellms, Rick Smith, Peggy Gains, and Catherine Caine. Steve will take care of the coffee. Set up for the Workshop will be Steve Caine, Marv Schorr and Gary Vanderhorst on Friday, March 5th.

Steve passed out a telephone tree to everyone to rapidly pass along information such as postponements or cancellation of meetings. The decision to postpone or cancel a meeting would be made between Nan, Steve and Deborah and would be made no later than 4:00 P.M. for a 7:00 P.M. meeting.

Nan did a brief overview of the sample survey which was previously emailed to everyone. The sample is a starting place for the committee. The committee will have to add more information that is pertinent to the community. Also, it will have to be decided whether the survey will be a self-mailer or a self-addressed, stamped envelope. It was discussed how to differentiate between several people in the households filling out the survey. One way would be take the mailing list and if it lists two people, i.e., Mr. & Mrs. or John and Mary Smith, mail two surveys and mesh that list with the voter registration list so that people who don’t own property are captured in the mailing. Another way would be to redesign the survey using columns for each persons answer and asking how many people participated in filling out the survey. After considerable discussion Nan said she will try to redesign the form and change some of the demographic questions to have columns for respondent #1 and respondent #2. Also, advertise that extra copies of the survey are available at the town hall, and residents can call the town hall to request another copy be mailed to them. The survey will also be able to be downloaded off the town’s website. Another decision to be made is what address the survey is to be returned to. The consensus was to have it mailed back to the town clerk’s office. Nan suggested to the committee that each member go through the survey and email or mail their ideas for additional questions to her, and she will compile them all and present the committee with a new draft. Nan will also reorganize the form using the suggestions given tonight and will put the committees new questions in bold to differentiate between the committees questions and the sample questions Nan presented, to make it easier when reviewing next month. Any input for the survey should be given to Nan as soon as possible because the target date for mailing the survey is early April.

The meeting was opened to the privilege of the floor. Ray Black made the comment that he feels the GEIS is not only useful for this committee, but could also be extremely useful for the Planning Board and possibly the Environmental Conservation Commission. Ray stated he would be willing to encourage the Town Board by lending his support for funding the study. Ray would also like to know how the GEIS is updated or maintained for long term use. Ray would like to see the mapping show different uses of land other than just being listed as buildable land. Ray asked if the mapping will show things such as power, existing cable, water mains, fire ponds, etc. Don said these things can be included as long as the information is given to Nan and Don. As far as the survey, Ray suggested offering people the analysis results for submitting input.

A binder has been put together with all the information that is on the website, and all the pertinent emails from the committee, that will be updated and kept in the Town Clerk’s office for those who don’t have web access.

The next meeting will be March 6th at 7:00 P.M. Discussion will be deciding on options and working on the survey.

Meeting ended at 9:10 P.M.