Planning Commission Minutes 04/22/2014 ADOPTED
PLANNING COMMISSION DRAFT MINUTES
APRIL 22, 2014
REGULAR MEETING
I. CALL TO ORDER
Ferg Jansen, Chairman, called the meeting to order at 7:05 p.m. in the Main Meeting Room of the Simsbury Town Offices. The following members were present: Alan Needham, Richard Cortes, William Rice, Robert Kulakowski, and Ron Locandro, Jr. Also in attendance were Hiram Peck, Director of Planning, Janis Prifti, Commission Clerk, and other interested parties.
Chairman Jansen thanked both SCTV for filming the proceedings and the Library for the use of their Program Room.
II. SEATING OF ALTERNATES
Chairman Jansen seated Commissioner Cortes for Kevin Prell.
III. DISCUSSION AND POSSIBLE ACTION
a. CGS8-24 referral on the Fiscal Year 2015 Capital Improvement Plan
The Business Manager of Simsbury Public Schools, Burke LeClair, presented the 2014/15 Fiscal Projects to the Commission. The Board of Education (BOE) projects began on page 2 and included:
The District Network Infrastructure Project for $150K maps out the priorities for server storage and to also provide secondary storage for all seven schools. For the total $350K request, they brought $150K forward for this year and will ask for $200K next year with a separate detailed scope.
For Henry James the architects updated the cost estimate and the BOE this fall then decided, given the overall 7% debt limit and working with the Selectmen, to push forward Alternate A - the main office relocation portion. Currently, when someone is buzzed in the main entrance there are no eyes on them and no control over what direction they go. Therefore, the security consultant recommended relocating the office as the best approach and it is estimated 33% of the total cost would be eligible for reimbursement by the State leaving the net cost to taxpayers, but the total $775K amount has to be authorized first as recommended by the Board of Finance. Alternate B which relates to first floor maintenance and hallway improvement is currently tabled.
Simsbury High School Turf Field/Synthetic Track Maintenance for $250K is for both expected 10-year maintenance to resurface the track and for de-compaction work within the turf which relates to testing softness and patching for athlete's safety; the work would be done this summer. In 2018, the turf would have to be replaced at an estimated cost of $500K. This would not include work on the grandstands; a separate estimate is being requested.
The Squadron Line Main Office Project is also focused on secure access and would move the main office to the building front. This project would be moved forward with 33% estimated reimbursement of $348,705 of the $1,050K total cost. Again, the funding would first need to be in place before application can be made to the State for reimbursement and the soonest the project could begin would be the spring/summer of 2015.
The Tennis Courts have been moved to the 2015/16 year as they need to be rebuilt.
The Town Engineer presented information on the following FY 2015 projects:
The Ethel Walker Open Space - Parcel C for about 42 acres would be the last parcel acquired by the Town and sits in the middle of the 378 total acres between Town Forest Road and Rt. 167. $500K of the $1,150K project would be partially funded by an open space grant anticipated to be approved.
The Multi-Use Trail Connections Master Plan Update Project aggregates many trail connections and park master planning, including the major Tariffville Connection between the existing Farmington Valley Greenway and the Bloomfield piece options being considered. This project would fund the design and construction of the project in the out years; the 2015 allocation would be for preliminary design services. The 2nd project is the Farmington River Loop Trail which would connect the existing Farmington Valley Greenway to the area near the treatment plant. The 3rd piece is the Farmington Valley Trail which would provide surface improvements to the stone dust trail between West Mountain Road and Town Forest Road. Also, Master Plans would be updated for Tariffville Park and Simsbury Meadows. Generally, outside expert consulting services would be required.
The Simsbury Farms Golf Course Improvement Project would be a multi-year project with $125K beginning in 2015 and spread over three years would include architect design services, improvements to #1 and #10 fairways, the driving range, and #2, 5, and 14 greens. Much of this work would be done by in-house personnel with some supplemental contract services.
The Bridge/Improvements Project would primarily address design services with construction funding in later years. In the 1st year about $115K would primarily be used for design services; in the out years they are investigating getting some costs offset by local bridge funding. In general, the Town bridge system is in good condition, but some small expenses could be shifted into construction.
The Highway Pavement Management Program has provided for analytical rating of roads in order to determine the most economical approach to repairs. In some cases, this would be to repair the good roads first and leave roads not in good condition to a later date because a $1 spent today could be $4-5 down the road. Utilizing a fairly detailed inspection process, this Project would maintain the roadway network in a reasonably high condition, but not the best condition. The Commissioners discussed the winter pothole damage on many roads.
The Technology Infrastructure Project would combine several technology projects, including the Town fiber optics network and its extension to all Town buildings (including the Public Works Department); network storage and recovery upgrades for the Town and Police; network server replacement at the Town Offices, Public Works, Simsbury Farms, and Eno; safety equipment support items e.g. mobile data terminals, tazers; Library print system; consulting implementation services; and accelerated GIS web development estimated to be available Town-wide in 1-2 years. Regarding fiber optic maintenance, costs and responsibility, Town Staff will get the Commissioners that information.
The Alternative Energy Efficiency Projects would include investigation of solar energy and hiring a consultant to determine 1) the most efficient locations and best opportunities, 2) assist with the process of hiring an installer, and 3) provide guidance throughout the negotiation process resulting in savings to the Town. The Commissioners discussed previous investigations into alternative energies. Another portion of the project would be for Eno Memorial HVAC upgrade installing computerized remotely managed controls to increase payback. This system would be expandable with future changes to Eno and the controls located in a portion of the building not to be disturbed. The Library system requires a $5K valve replacement to improve efficiency. A third part would be a highway gas conversion project bringing gas down Town Forest Road which would also serve Tootin Hills School where efficient garage heaters would be installed which would pay for the retrofit. The last portion would be installing solar control devices at the Library and Town Hall relating to shading. A total of $103K is requested for the first year and includes some bonding costs.
The Longview Pump Station SCADA (Supervised Control and Data Acquisition Systems) Control and Pump Upgrade Project would be part of the process under way moving the Public Works Complex from septic to sewer. Controls, telemetry, and pumps would be upgraded to provide monitoring for the Town garage and to accommodate the capacity for some additional homes on Longview Drive. The $65K cost would be paid for out of sewer use funds, but CIP approval is required.
The Sewer Main Extensions Project would be for various sewer extensions with costs recovered in full as assessed annually to the requesting homeowners and put back into the sewer use fund. The total cost in the first year would be $156K, and CIP approval is required.
The Inline Grinder and Screen Replacement Project for the sewer treatment plant would replace one of two older grinder and screen units, which clog and are difficult to maintain, with a simpler mechanical bar screen system that would be much easier to maintain, reduce problems, and reduce material getting through to the plant. The work would be performed mostly by in-house staff with some electrical work contracted and paid for out of the sewer use fund. The cost for one unit would be $260K, and CIP approval is required.
The potential of dredging the pond on Iron Horse was discussed, but no solution is imminent.
Town Staff provided the Commissioners a memo dated 4/17/2014 from Thomas F. Cooke - Director of Administrative Services, with a copy to the First Selectmen, containing proposed Resolutions on pages 1-20, including: Schedule for the Referendum, and Approval of the Resolutions for the Capital Projects as reviewed by the Town Engineer. Also requested for approval, as presented by the Simsbury Public Schools Business Manager at this meeting, were the proposed Board of Education Capital Projects.
Commissioner Rice made a motion to give a positive referral to the Fiscal Year 2015 Capital Improvement Plan as detailed in the Resolutions in a letter from Thomas F. Cooke to Carolyn Keily, Town Clerk, and others, referencing Board of Selectmen actions on the CIP and Budget, pages 1-20 including both the Town Capital Improvement programs and the Board of Education Capital Improvement programs; the memo is dated April 17, 2014.
Commissioner Cortes seconded the motion, and it was passed unanimously.
b. CGS 8-24 referral to Zoning Commission on Zoning Application #14-18 of Michael Wallace, Parks & Recreation, Applicant for Town of Simsbury, Owner, for the installation of a scoreboard on the property located at 100 Old Farms Road.
Application #14-18 was read into the record.
Town Staff reviewed that new stand-alone scoreboards with supporting steel and a 6-foot flat roof valued at a total of $1700 have been donated via the golf club pro and proposed installing this permanent structure on the north side of the clubhouse. The existing scoreboards fastened to the building shed water when it rains on anyone standing there. The new scoreboards would be a tremendous enhancement to the facility and look similar to those at the art facility. Each of the three scoreboard sections would be 4-feet wide x 5-feet tall totaling 12 feet; the center section is hinged with the other two sections coming out at 45 degrees; 2 sections can be opened beyond that providing two sets of scoreboards each 8-feet wide to accommodate various size tournaments with the center section potentially used as a daily message board. They could be closed when not in use and locked, if needed.
Commissioner Kulakowski made a motion to accept Application #14-18 from the Zoning Commission for the signage at Simsbury Park and Recreation's Culture Facility with a positive referral for the golf signs.
Commissioner Cortes seconded the motion, and it was passed unanimously.
c. Discussion on CCROG's updated Regional Plan, Capitol Region Plan of Conservation and Development 2014-2014: Vibrant, Green, Connected, Competitive
Town Staff has forwarded emails received to the Commissioners and invited comments/questions in the next week for submission to CCROG, as the Town's response comes primarily from the Planning Commission. The Capitol Region is working actively to prepare an up-to-date plan with the theme being vibrant, green, connected, and competitive, as discussed at a recent Commission meeting. CCROG has been very helpful to the Town including for projects such as the Rte. 10 Corridor Study and others. The recent special CCROG meeting was not attended, but representatives plan to attend the 5/15/14 meeting.
IV. COMMUNICATIONS AND ADMINISTRATIVE BUSINESS
Town Staff noted that the recently completed proposed Code for the Hartford property is available on the Town website, and once the Hartford's comments are received, it will move to public hearing for adoption.
Town Staff has received Big Y's current plans which are now with the Town Engineer and will likely move within the week to the Building Department for permit issuance.
The Commissioners discussed the Design Review Board's (DRB) and Zoning Commission's approval of the gas stations purchased by Pride Convenience Stores at 518 and 1340 Hopmeadow Street which are being renovated with moderate-sized 40x46 foot structures. Town Staff noted that excavation had begun a little prematurely and was stopped until DOT approvals are obtained. Additionally, Town Staff wants to assure there is no spillage of light at the 1340 Hopmeadow site affecting nearby residents and requirements include: a retaining wall in the back, privacy fence, full cutoff light fixtures under the canopy, and agreed-upon landscaping. Because the 518 Hopmeadow station is in an aquifer protection area, Pride has agreed in concert with DEEP discussions to use triple wall tanks. Even though the proposed signs met size and location requirements, they would have been internally lit with LEDs; however, the Commission did not believe that their vested right to an internally lit sign also extended to an LED sign and did not approve it; they can use an internally lit sign, but must return to DRB and Zoning to request anything different.
Town Staff noted there is a new animated Economic Development Task Force group which will begin discussing housing at the next couple of meetings, and then divide up tasks and develop action plans.
V. APPROVAL OF MINUTES of March 25, 2014
On Lines 21, 45, 51, 82, and 85, the spelling of the street name "Newberry" was corrected to "Newbury".
ON Line 92, the spelling of the name "Bednaryck" was corrected to "Bednarcyk"; and "Heather Lane" was changed to "121 East Weatogue Street".
On Line 154, the words "A representative for" were deleted and replaced by "T.J. Donohue representing"
Commissioner Rice made a motion to accept the March 25, 2014 minutes, as amended.
Commissioner Kulakowski seconded the motion, and it was passed unanimously.
VI. ADJOURNMENT
Commissioner Locandro made a motion to adjourn the meeting at 8:10 p.m. Commissioner Cortes seconded the motion, and it was passed unanimously.
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Mark Drake, Secretary