The meeting commenced with the board’s chair, Woody Knight, overseeing the preliminary application from Damon Jerson of Whiffle Tree Works. The proposal aims to expand the parking area around a barn located at One Marsh Meadow Lane, primarily to improve handicap access and overall parking availability. The board members expressed no immediate concerns about the proposal. Knight then called for a motion to accept the application, which was unanimously approved via roll call vote. Following this, the board set a public hearing date for September 18, 2024, at 7:15 PM, confirming that this hearing would also be conducted via Zoom.

The meeting then transitioned to a discussion on the board’s administrative procedures, specifically the importance of adhering to guidelines established on March 24, 2021. These guidelines mandate submission deadlines for materials related to the agenda, emphasizing the need for timely submissions to ensure thorough preparation for board members. The chair stressed that these guidelines would facilitate better meeting experiences by allowing board members adequate time to review materials.

Members acknowledged that while there had been flexibility in accepting late submissions, this often resulted in challenges for board members, particularly when materials were received close to meeting dates. Another member highlighted the importance of public engagement.

The conversation underscored a tension between accommodating applicants and maintaining procedural integrity. The chair reinforced the importance of consistency in following established procedures to support the board’s effectiveness, recognizing that board members are volunteers with other commitments. The discussion concluded with an agreement to adhere to the established guidelines moving forward.

Further into the meeting, the board discussed various liaison reports. A member mentioned that the Zoning Board of Appeals (ZBA) had not met since the last planning board meeting, and no new agenda items were available for reporting. The conversation then shifted to the select board, with a member reporting on a public hearing regarding a property on Central Street. This matter had previously been reviewed by the planning board, which had sent a recommendation to the select board. The hearing was continued to allow for further discussion and information gathering.

The Conservation Commission’s meeting was also briefly discussed, with limited relevant agenda items for the planning board. Specifically, the Sunset Club at Old Point intended to submit a new Notice of Intent due to delays in legislative processes affecting their previous submission. The planning director provided updates on the multifamily overlay district bylaw approval by the attorney general and a regional grant application related to a Safe Streets for All program.

The meeting also included an update on the Border to Boston Trail, with wetland surveys being conducted in preparation for future development. Upcoming community events focused on climate resilience were highlighted, including talks on the importance of community structures in preparing for climate impacts and resources for property owners to enhance resilience on their properties.

A discussion took place regarding recent legislation signed by Governor Healey concerning accessory dwelling units (ADUs) as part of the Affordable Homes Act. This legislation mandates that communities allow ADUs by right. While Newbury already has an ADU provision, discussions are underway involving town council and zoning enforcement about how to implement the new laws. ZBA members are engaging in training sessions to familiarize themselves with the extensive new legislation.

Concerns were raised about the impact of short-term rentals on housing availability and prices. It was noted that converting smaller units into short-term rentals has decreased the availability of long-term rentals, contributing to housing shortages. The town planner acknowledged this issue. They referenced Newport’s recent regulations as a potential model for Newbury.

The idea of conducting a comprehensive study on short-term rentals was discussed, with some skepticism about the need for extensive research. However, the town planner highlighted the importance of looking at how other towns are addressing these issues and suggested that reviewing bylaws related to short-term rentals could be initiated once staffing levels in the planning office improve.

Towards the end of the meeting, the board reviewed minutes from the previous meeting and discussed including a link to the video recording, which had initially been omitted. Additionally, there was a proposal to include the Golf Center as built plan in the materials reviewed during the last meeting.