The board’s attention was initially drawn to the preliminary subdivision approval application for Mason Brook Acres, a proposed five-lot open space preservation development. This project is planned to be accessed via an extension of Michael’s Way. The discussion, led by the Chair, centered on comments from Hoy Tanner, a peer reviewer, who pointed out deficiencies in the proposed plans, particularly regarding grading and the necessary stamping of plans. Despite the applicant not having responded to these concerns, the Board considered a draft decision prepared by Beth Faxon, which suggested a conditional approval pending resolution of these issues.

The proposed motion was to conditionally approve the preliminary site subdivision plan, allowing the applicant to freeze applicable regulations while addressing the peer review’s concerns. The approval was contingent upon full resolution of these comments and input from the Board of Health, with deadlines set for filing a definitive plan. During the discussion, a potential conflict of interest was highlighted by a member who noted a familial connection with the applicant, choosing to abstain from voting until ethical guidelines could be clarified. The board moved forward with additional motions, including authorizing the Chair to sign and file the decision with the town clerk and deferring judgment on waiver requests until the definitive plan stage.

In another significant agenda item, the board addressed a mandatory referral for a special permit application on Brookline Road. The application from Addison N sought authorization to convert nine previously permitted motel units into long-term residential units. The Chair explained that this conversion required adherence to residential zoning standards, given the existing commercial designation of the property.

Board members deliberated over the zoning classification implications, noting that a change from commercial to residential would necessitate either a special permit or a zoning change. They referenced previous applications for similar purposes and acknowledged the complexities involved in aligning with zoning bylaws.

The board’s role in this process was further clarified during the meeting, emphasizing that changes in zoning require town meeting approval, and the Planning Board’s function is primarily advisory. Members agreed to communicate to the applicant the necessity of compliance with town bylaws, focusing on the steps required for the application to proceed.

Beyond these two primary discussions, the meeting also addressed several procedural items. The board reviewed a draft permit extension letter for a cellular tower operation on Warren Road, confirming the automatic extension of the site plan review special permit until January 25, 2028. This extension aligned with the Massachusetts Permit Extension Act and was noted as straightforward by the board.

Additional correspondence included a letter from the Attorney General’s Office concerning mandatory amendments to zoning bylaws. These amendments were required for participation in the National Flood Insurance Program and involved updates to the floodplain district and new flood insurance rate maps, reflecting compliance with federal regulations.

The board was also informed of planning decisions in neighboring Groton, where definitive plan approvals and special permits for a residential compound subdivision were noted. These developments were relevant to ongoing planning discussions.