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Keene planning staff outlines procedural rule changes, proposes switching to certificate of mailing
Summary
Planning staff presented proposed edits to the ZBA’s rules of procedure including alternate‑member voting clarifications, a new FEMA floodplain variance process, a change from certified mail to certificate of mailing for abutter notices to reduce cost and missed deliveries, and a move from mandatory to discretionary acceptance of late supplemental material. The board will vote in December.
City planning staff presented a package of proposed amendments to the Zoning Board of Adjustment’s rules of procedure and related administrative practices and told the board the items would be formally voted on in the December meeting.
Major changes under discussion include clarifying that if an alternate member is seated for an application they remain the voting member for that application’s duration; removing the phrase "by the chair" from the roll‑call description so roll call can be conducted either way; and adding a FEMA‑required floodplain variance procedure to the applications section.
Staff also proposed changing abutter‑notice mailings from certified mail to a certificate‑of‑mailing service to reduce cost (about $2.40 vs. $6 per mailing) and to eliminate missed‑delivery issues that can leave residents unaware of meetings. Planning staff said the certificate of mailing puts notices directly into mailboxes and better matches statutory notice requirements while lowering cost to applicants and the city.
Finally, staff proposed softening the board’s mandatory response to substantive supplemental materials submitted within 10 days of a hearing: the change would allow the board discretion to accept or continue an application rather than require an automatic stop-and-vote.
"We've received a complaint from residents who miss the postman when they've got the certified letter in hand," staff said, explaining the proposed revision to use certificate of mailing and the reasoning about delivery and cost. The board will consider the proposed text and vote to adopt the changes at its December meeting.
