Site plan options and wetland impact

Mar 12 · Minutes

Members said the Old Lee property has wetlands and a brook. They said strict stormwater rules apply because of the EPA MS-4 permit (a federal stormwater permit for towns). Fixes could include retention ponds, which hold runoff water. Permits for similar projects include an alteration of terrain filing (a state permit for large soil-moving jobs) and rules about being near protected waterways. A member estimated engineering costs could be around $20,000, depending on the work needed. The committee agreed the engineer's site review would show whether building there is feasible and what it would likely cost.

Mar 12 · Minutes

A member suggested combining the three Old Lee lots into one house lot and selling it. The money could help buy a better site for the public safety building. Members talked about the idea of a 'lot of record' (a lot that is legally recognized as existing) and building code rules. The select board representative also suggested selling the current fire station lot once the project is finished. No action was taken.

Mar 26 · Video

Committee members walked the lots near Route 87 with an engineering firm's associates. The group said the site looked workable, even with wetlands, because town water and town sewer are nearby. A member said the engineer was favorable. One member had a concern about runoff into the wet area, and the engineer said the runoff would be treated. The engineer said wetland buffer land can be filled, but the wetlands themselves cannot be entered without a state permit. The state environment department often allows offsets, where new wetlands are made elsewhere, such as on the lot closest to Old Lee Road. The group wants 2.5 to 3 acres for a building of about 13,000 to 15,000 square feet, plus parking. The first lot is about 1.5 acres and the second about 1 acre. A member said a road link to Meadow Road would likely cross wetlands. The county map shows the land as conservation land, but the group found no formal record of that. A member said a county staffer told them such map entries sometimes appear with no paperwork behind them. Notes on this were given to the select board's representative to pass to the town's attorney. The group said the work is worth doing even if the lots are later sold.

Mar 26 · Video

A member said a soil scientist at an environmental firm sent a contract for $800 to mark out the wetlands along the front line of the lots next to Route 87. This is not a full formal delineation of the whole site, which would come later. The select board's representative signed it that day. The contract had not been sent back so the committee could review it first. A member said the select board discussed it at its Tuesday meeting, voted in favor and said the representative could sign it, and that this is in its minutes. The member said he would scan the contract and return it. The soil scientist was expected to do the field work the following week, around the week of March 30. No separate committee vote on the contract is recorded.

Mar 26 · Minutes

A consultant from Beals Associates walked the Old Lee Road site on 3/17/26 with three committee members. He found the site generally suitable. The only major issue was known wetlands, and town water and sewer access made the project feasible. A contract for $800 was arranged with Gove for a first wetlands delineation (a study that marks where wetlands are), focused on the front line of the property. A Select Board member signed it, and it was pending committee approval before being sent back. The minutes also say the contract is ready to proceed. Members discussed offsets, such as creating new wetlands on a third lot to make up for impacts on the first two lots. They said 2.5 to 3 acres would be best for the building and parking. They also noted possible access from Route 87 and a possible link to Meadow Road, which would require wetlands mitigation if a connector road is built.

Mar 26 · Minutes

Members reviewed whether the property is protected as conservation land. The Rockingham Planning Commission confirmed there is no formal record of a conservation designation. Legal counsel will look into it further to avoid problems.

Mar 26 · Minutes

Members discussed what comes next if the wetlands results are good. The three Old Lee Road lots would need to be combined and surveyed. The last survey likely dates to the 1980s, so a full survey of the 11-acre parcel may be needed. Estimated cost for surveying, test pitting (digging test holes to check the soil) and wetlands delineation is about $30,000. A member said this work would be needed whether the lots are used for the project or sold later. Members also discussed scanning and storing the signed contract. The committee set its next meetings for April 16 and April 30, which may change depending on the wetlands work and the architect's schedule. A member suggested the next meeting be held on site at 5:30 PM to review the wetlands results.

Apr 16 · Minutes

Committee members reviewed the town-owned site. They looked at a half-acre upland (dry, buildable) area inside a larger parcel, the chance of including more land, and options to offset (mitigate) wetlands impacts. They said the exact building footprint and site needs must be set, including driveways, setbacks, and a possible second access point for safety. They also need to decide whether the building will have one or two stories. The architect said conceptual designs and a needs assessment can show whether the site works, and GIS mapping could be used before full engineering surveys.

May 6 · Minutes

A consultant from Beals Associates spoke with the committee about limiting harm to wetlands at the proposed site. He said the state wetlands office (DES Wetlands Bureau) wants disturbance kept small. He said the town is not usually held to its own wetland setback rules, and that state buffers only apply to septic systems. Work that disturbs under 10,000 square feet of wetland needs only a minor permit. Larger work needs a major permit, which could bring big costs for mitigation (making up for the harm) or payments to the ARM fund, a state fund for wetland repair. The committee talked about using upland (dry ground) areas for mitigation and offering much of the parcel for conservation to help with state review. It also discussed keeping disturbance under an acre. A member said there are few other sites in town, so the current parcel has to work.

May 6 · Minutes

The consultant said the Wetlands Bureau usually takes 75 days to respond, and can add 30 more days, so approval likely takes 100 to 120 days. An Alteration of Terrain (AOT) permit, which covers large soil-moving projects, has a 50-day review, but backlogs can make it longer. He said towns may speed this up by calling the reviewer directly. He and a member said the state now handles wildlife study review itself instead of sending it to Fish and Game, which cuts delays. State permits for the project last five years and can be extended five more years.

May 6 · Minutes

The consultant proposed using upland areas for stormwater ponds and swales (shallow channels that carry water), doing test pits to find the water table, and making sure runoff is treated and refills the aquifer. He offered to review environmental overlays and historic permit rules at no cost. He said no major historic or archaeological problems were expected at the site.

May 6 · Video

A civil engineer from Beals Associates told the committee about state permits for the 14-acre lot. The state wetlands office (DES Wetlands Bureau) has no setback rule except for septic systems, but the town must show it is keeping work in wetlands small. The engineer said a wetlands disturbance under 10,000 square feet is a minor permit, and a target under one acre of total soil disturbance would help avoid a separate state Alteration of Terrain permit. Committee members said the building would be about 12,000 to 15,000 square feet, with parking bringing the total to 30,000 to 35,000 square feet. The engineer said wetlands review takes about 100 to 120 days, so four to five months with other reviews. Offered ideas included keeping the rest of the land in conservation and using upland for stormwater ponds. The engineer estimated about $15,000 for survey work, said state permits last 5 years with a near-automatic extension, and offered to check state environmental maps at no cost. The committee said the committee has $50,000 approved for engineering to reach conceptual design for Town Meeting. A member said the land is listed as conservation but nothing was ever recorded.

May 21 · Video

The committee asked for a map to attach to the RFP showing the four town lots, about 14 to 15 acres, as the site. A member said he would outline all four lots with a dashed border and a legend reading Town of Newfields property, so it works in black and white. The town attorney's legal work on the deeds is already done, so firms would not need to do deed research. Firms will be advised to visit the site.

Jun 3 · Video

The chair said the committee already put out a request for proposals for site work. Proposals are due June 17. Firms from several states have emailed questions, and the chair answered them briefly. Some asked to be put in touch with the committee's architect. Members said the site must be sized and permitted first, including how much paved or roofed surface is allowed, and that this limit affects the building design. A member said a second request, for the later design work, might leave out site work since that request is already out. Members said they are not yet sure about the site.

Jun 24 · Minutes

The committee and both firms discussed how wetlands and the permit process limit the site. Both firms said accurate wetland marking and survey work are the base for all later design and permits. They talked about working with the state Wetlands Bureau, including asking for every wanted site feature up front and then negotiating. They also covered how permit types differ by the size of the area affected. The group said building size, layout and site plan will need to be flexible to fit the available land and limit wetland impact. Cost and permit rules will shape final choices.

Jun 24 · Video

An engineer from Beals Associates answered committee questions about the firm's proposal for the town-owned public safety building lot. Its fee to get the site "shovel ready" (permits and plans in place) was given as a worst-case $47,938, billed only for time and materials actually used. A preliminary design portion was about $3,000. The engineer said the town has $550,000 set aside and that the work should come in under it. A committee member also referred to a $50,000 cap for site selection, needs assessment, concept plans and cost estimates. The first steps are flagging the wetlands, then a survey. He expected results by late July or mid-August. He suggested asking the state for everything wanted, including a second road access, and then negotiating. Lots under 150,000 square feet of land disturbance need a state Alteration of Terrain permit by notice, which is faster. A pre-application meeting with the state Wetlands Bureau is usually required for permits over 3,000 square feet. He said the firm could lower its price if chosen.

Jun 24 · Video

Representatives of Vergentis, a large engineering firm that acquired several local firms, presented a proposal. The first phase is a lump sum of $18,000 to find out how much dry land the town-owned lot has. A wetland scientist would flag wetlands within about 2 weeks, then surveyors would map them, and an engineer would draw a digital image. They said a good image could be ready within a couple of months. Committee members said the lot of about 14 to 15 acres is very wet and the town has only $50,000 in total for site selection, needs assessment, concept plans and cost estimates for a vote in March. The Vergentis representatives said the price is not fixed and can change to match what the town wants first. They said filling wetlands means paying the state fees. They said a full site plan is not needed at this stage and that the town owns the land and has water and sewer there.

Jul 22 · Video

The chair introduced the site work professionals: Golden Environmental Services (wetlands) and Northam Survey. Wetland flags have not been hung yet, and hanging them is part of the wetland firm's contract. The wetland firm said it could be on the ground within two weeks, or this week. The survey firm said its crew could start the first week of August, with boundary work following the flags closely. It said field survey to draft plans usually takes about a month, so plans would reach the site engineer around the first week of September. It will fly a drone over the site for mapping, and map wooded areas by ground survey. The site engineer said he needs the finished existing conditions plan before laying out the building and pavement. He said he could offer layouts about one to one and a half weeks after getting it. The town has water and sewer at the site, so no septic is needed. The committee was asked to supply sewer as-built plans, water line locations, an old sidewalk plan, fire truck dimensions and a title search from the town's attorney. A member said he would contact the attorney. The site engineer said he would do a quick concept layout early next week, using a sample building footprint of up to 15,000 square feet. He estimated his cost to get the project shovel ready at under about $108,000. The survey firm said its price is part of its contract. A committee member asked that the work not use up money needed for the needs analysis and concept design.

Jul 22 · Video

The committee discussed a possible second access road from the site to Meadow Road. The site engineer said it would cause a large wetland impact and might be turned down by the state. The team agreed to bring it up at an early meeting with the state Department of Environmental Services (DES), and to drop it if the state objects. The wetland firm said such meetings are no longer required, but may be worthwhile. A member said the road is a want, not a need. A member said the school is working on an emergency plan to evacuate children along Meadow Road instead of Route 87, to gather at the safety building. The team discussed having only the Meadow Road side flagged first. The roughly 14-acre site is 11 acres the town owns plus three one-acre lots.

Jul 22 · Video

The team said a conservation easement on part of the town-owned land could be offered to the state as part of the talks. The town's conservation commission could hold it. The wetland firm said wetland impacts over one acre face a higher standard, including proving there are no other options. It said the town's land already being owned and other sites being studied helps. It said mitigation (making up for wetland loss) is often a payment to a state fund of roughly $300,000 an acre. Land preservation would be at about a 20-to-1 ratio and can be hard to meet. The team said keeping impacts under 100,000 square feet (150,000 for alteration of terrain) is the goal. A member said the cost could reach a million dollars or more, and the committee wants to learn that early so it can look at other sites. The site engineer said retaining walls could cut wetland impact by 5,000 to 10,000 square feet. The team noted that if the nearby land is upland, it could weaken the case for using the wetland-adjacent lots.

Jul 22 · Video

The committee discussed the town's old prime wetlands map, about 15 to 20 years old. Voters never adopted prime wetlands, so they are not official in town. Members said the map shows the parcel and town staff may have a copy, and the wetland firm may use it for a PDF. The wetland firm said such desk-made maps can be corrected by field work if needed. The site engineer said an Alteration of Terrain (AOT) permit would be needed if the work is large enough. It is a state review that is supposed to take at most 45 days, but he said recent reviews have taken longer. The wetland firm will need state environmental reviews for the wetlands permit anyway. A member said the team could ask the town for the map.

Jul 22 · Minutes

Three outside firms (Beals Associates, Gove Environmental Services and Northam Survey) met with the committee about the site survey and wetland flagging. Wetland flags were not hung during the first GPS check. Gove Environmental Services said they will be installed within two weeks under the contract, before the main survey work. Northam Survey said the survey will use drone flights and standard ground methods. Drones make maps from photos and keep crews safe. Ground methods will be used in wooded areas and for boundary research. A committee member and Beals Associates discussed asking an attorney to do title research, which checks who owns the land. The team asked for water line map data, as-built sewer plans and any sidewalk plans.