Planning Commission Minutes 04/28/2015

PLANNING COMMISSION MINUTES

APRIL 28, 2015

REGULAR MEETING

I.          CALL TO ORDER

Chairman Ferg Jansen called the meeting to order at 7:00 p.m. in the Simsbury Town Offices, Main Meeting Room, at 933 Hopmeadow Street.  The following members were also present:  Alan Needham, Gary Lungarini, William Rice, Robert Kulakowski, Mark Drake, and Ron Locandro, Jr.  Also in attendance were Hiram Peck, Director of Planning, Janis Prifti, Commission Clerk, and other interested parties.  Chairman Jansen thanked Chris and SCTV for taping the meeting.

II.        SEATING OF ALTERNATES AS NECESSARY

Chairman Jansen seated Commissioner Locandro to serve for Kevin Prell.

III.       DISCUSSION AND POSSIBLE ACTION ON ANY AGENDA ITEM, INCLUDING:

a.         CGS 8-24 referral on the Fiscal Year 2016 Capital Improvement Plan

The Business Manager of Simsbury Public Schools, Burke LeClair, reviewed proposed projects, including:  1)  Distinct network infrastructure spending of $200,000 for all 7 schools and Town Hall, including server replacement and additional wireless access points; 2) 24,400 sq. ft. roof replacement project at Central School estimated at $770,000, including a grant process this year and next for partial State reimbursement; and 3) a climate control project focused on local areas in each school building, as determined by engineering consultants, utilizing a ductless split system similar to other building areas and necessary electrical upgrades.  The Commissioners noted that the proposed Resolution discussed two BOE projects but not the server project; Town Staff believed any projects not included in the Resolution would be paid for from fund balance, and indicated clarification would be provided.

The Town Engineer, Jeff Shea, reviewed the 2016 Town Projects, including: 

1)  The Simsbury Farms Improvement Project for the pool and rink facilities, including life cycle replacement of the rink refrigeration unit following an engineering evaluation, warming center reconstruction for the rink due to uncomfortable moisture, and multiple pool renovations with replacement of mechanical devices, components, and miscellaneous equipment and improvements made at an estimated cost of $1.1 Million in a 1-year timeframe.

 2)  The Park Improvement Project for multiple Town park facilities replacing/repairing equipment and facilities, a lightning protection warning system, memorial pool reconstruction, construction of the planned new basketball facilities at Simsbury Farms, and replacement at some facilities of wood chip surfaces with rubber surfaces in a multi-year project with $508,000 in year 1 and $287,000 in 2020.

3)  The Open Space Planning and Improvements Project focused in the 1st year primarily on Ethel Walker Woods to improve public access/safety, signage, making trails in part handicapped accessible, improving parking facilities, removal of invasive species and hazardous trees; other funding in out years may include 1 Old Bridge Road, further open space master planning, and additional improvements to Ethel Walker Woods; funding for 2016 is $145,000.

4)  The Weatogue Planning and Rte. 10 Code Improvement Project which developed from the Rte. 10 Corridor Study for potential rezoning and study of the Weatogue area with integrated traffic improvements to encourage market development, similar to the Center Charrette; this 2-year project would require funding of $57,000 in year 1 from fund balance.

5)  The Highway Salt Shed Replacement Project was recommended by Staff to be accelerated in order to be in compliance with salt storage requirements and get it built prior to next winter to provide storage of adequate tonnage of salt; current storage is about 1/3 of what is needed and structure conditions require replacement.

6)  Municipal Building Renovations to revise space needs, review energy systems, propose renovations, and determine costs for out years; in the 1st year $50,000 from fund balance would be for planning/design services; additional design services in 2018 with construction anticipated in 2019 with a placeholder of $4.6 Million to renovate the building.

7)  Dam Evaluation and Repairs for 5 dams owned by the Town; recent regulations now require the Town to inspect the dams and perform any emergency repairs; $145,000 is budgeted as a placeholder for potential dam repair.

8)  Public Works Complex Infrastructure Improvement Project for multiple projects aggregated to effect infrastructure and new facilities, including a planned truck wash facility under construction this year with electric, water, and gas services, as well as a general facility upgrade; in out years, installation of a fire suppression system with additional water is proposed for the vehicle storage garage due to significant potential replacement costs in a fire-related event; other components include generator installation with one donated from Ethel Walker School requiring re-circuiting the public works yard allowing the facility to fully operate as an emergency facility; a completed public works yard sewer connection to Longview Drive pump station for the truck wash; bringing natural gas down Town Forest Road to convert from propane at the public works yard; and out year ongoing items include roof replacement/repair, sprinklers, general storm drainage and security gate improvements.  The Town Engineer confirmed there are recently upgraded above-ground diesel and gasoline facilities onsite.

9)  Town Hall Site and Safety Improvements for review of the entire site for safety improvements, including Rte. 10 pedestrian crossings and vehicle access points to better affect traffic movement; there is a funded parking repaving project; the Police Department has requested additional security safety in the rear for the emergency generator area with potential construction of a retaining wall for additional storage; moderately upgraded landscaping; replacing the onsite maintenance garage to accommodate storage of plow/lawn equipment and provide additional storage; $45,000 is anticipated for year 1 for planning/design services and $385,000 in year 2.

10)  Portable Generator/Generator Infrastructure Project to purchase a portable generator that can be used at various facilities to provide emergency power; during Hurricane Irene the emergency generator at Town Hall was close to failure and with the emergency operations center at Town Hall this would provide a secondary generator source by re-circuiting for a portable outlet with the generator able to be used at other facilities too, splitting costs between entities, with re-circuiting required at the Library and Eno.  The 100 kW. generator at the public works yard will be sent to the Parks Department for emergency maintenance power.  The cost in year 1 would be $80,000 for 1/2 the portable generator cost from fund balance and another $80,000 from sewer use bonds; the Town Engineer will clarify the funding, and if it is an 8-24 referral, they will return to the Commission.

11)  Project Planning Fund established for capital projects not yet approved to meet the need of environmental investigations, surveys, permit evaluations and conceptual studies, to better refine program projects found not to be at the correct funding level during the year in order to make funding adjustments and refine scopes/costs; year 1 would be $28,000 and $25,000 in the out years with funding paid from fund balance.

12)  Various Drainage Improvements for funding to determine correct drainage road rehabilitation with some specific significant drainage projects identified; the cost for 2016 would be $175,000 and in 2018 would be $125,000.

13)  Sewer Main Extensions providing for extensions to sanitary sewers, as the need arises, due to failure of systems or for individual service with some projects identified; the cost would be paid for by sewer use fees.

14)  Inline Grinder and Screen Replacement with one completed for the plant and this would finish the second replacement providing more effective screening; the cost would be paid for by sewer use fees.

15)  Hopmeadow/Center Area Sewer Repairs to investigation one of the oldest sewers in Town with possible spot repairs and to determine the need for future replacement; the cost for year 1 would be $135,000 with funding in the out years should sewer replacement be needed.

16)  The West Mountain Road Area Sewer Interceptor - Design to provide a feasibility and cost study to determine how many pump stations and facilities are required to serve the area; funding would likely be from sewer use funds with out year funding for final design, if required.

17)  Portable Generator Project for the other 1/2 of the expense paid for by sewer use funds.

18)  Portable Six-Inch Dri-Prime Pump replacing an existing bypass pump used frequently for collapse in sewer lines and bypasses necessary during maintenance at pump stations; the cost would be paid for by sewer use fees.

The Commissioners and Town Staff discussed what CIP projects should be included in the Resolution.  The Commissioners noted that the Senior Center Project has not been approved for inclusion in the May budget process; the * indicates projects that have to go to referendum because they are over 1% of the total budget amount. 

Commissioner Rice made a motion to return a positive referral to the Board of Selectmen consistent with the Draft Resolution of the Planning Commission considering the projects that are listed in that Draft Resolution, but in addition to those projects add the Weatogue Planning Study, Project Planning Funds, Portable Generator, and Municipal Building Improvements for the Town Hall; under the Water Pollution Controls Project List, add West Mountain Road Interceptor, the Portable Generator, and the Dry Prime Pump; and under Board of Education Projects add the Network Infrastructure Upgrade.

Commissioner Kulakowski seconded the motion, and it was passed unanimously.

b.         CGS 8-24 referral from the Board of Selectmen regarding the Proposed Mutual Exchange of Property with the State of Connecticut for Town Forest Road in Connection with gas line installation

The Town Engineer indicated that during the process of acquiring gas service for the public works yard and Tootin Hill Road, it was discovered that Town Forest Road was State land acquired through the railroad right of way acquisition.  In order to install the natural gas, a land swap was proposed to DEEP to exchange 2 parcels of about 6.5 acres of Town land contiguous to Massaco State Forest for about 10-acres of Town Forest Road from Nimrod Road to Stratton Brook Road; the gas line would be installed from Stratton Brook Road and also benefit Tootin Hills School; gas facilities are typically allowed to locate within a public right of way at no cost to the Town; and signage and markings were approved by the State to assure vehicles yield to pedestrians in this area with trails connecting Town Forest Road to wooded areas.

Commissioner Kulakowski made a motion to accept the proposal, as written, with a positive referral to the Board of Selectmen.

Commissioner Locandro seconded the motion, and it was passed unanimously.

IV.       APPROVAL OF MINUTES of April 14, 2015

On Line 88, the number "3%" is revised to "3.1%", and the words "of the required 10%" are inserted following "3.1%".

On Line 92, the word "affordable" is changed to "work force".

Commissioner Rice made a motion to approve the April 14, 2015 minutes, as amended. 

Chairman Jansen seconded the motion, and it was passed unanimously.

The Chairman noted a planned discussion for the next meeting regarding work force vs. affordable housing.

The Commissioners agreed to have the Chairman invite the Town Attorney to a meeting to review the relationship between commissions and clarify responsibilities; in preparation, the Chairman suggested Commissioners read the Middletown conference short-form material.

V.        ADJOURNMENT

Commissioner Locandro made a motion to adjourn the meeting at 8:15 p.m. 

Commissioner Drake seconded the motion, and it was passed unanimously.

_____________________________

Mark Drake, Secretary

TOWN OF SIMSBURY

RESOLUTION OF THE PLANNING COMMISSION

ADOPTED APRIL 28, 2015

RESOLVED,

Upon motion duly made, seconded and adopted, the reading into the minutes of the full text of the resolution set out below is waived, copies of the resolution having been made available to those in attendance, and is recorded in these records immediately preceding these minutes.

General Purpose Projects:

• SF Rink/Pool Improvements*
• Park Improvements
• Open Space Improvements
• Weatogue Planning and Code Preparation Work
• Salt Shed Replacement
• Municipal Building Renovations
• Dam Evaluations and Repairs
• Public Works Complex Infrastructure Improvements
• Town Hall Site and Safety Improvements
• Portable Generator/Generator Infrastructure (split project with WPCA)
• Project Planning Fund
• Various Drainage Improvements

Water Pollution Control Projects:

• Sewer Main Extensions
• Inline Grinder and Screen Replacement
• Hopmeadow/Center Area Sewer repairs
• West Mountain Road Area Sewer Interceptor - Design
• Portable Generator (split project w/ Town)
• Portable Six Inch Dri-Prime Pump

Board of Education Projects:

• District Network Infrastructure
• Climate Control (Phase 1 - 7 buildings)*
• Central School Roof Replacement

* These projects require a referendum because they exceed 1% of the Town budget

RESOLVED, that the Planning Commission of the Town of Simsbury approves the following projects pursuant to Section 8-24 of the General Statutes of Connecticut:

1. Improvements to the Simsbury Farms including, improvements to the skating rink (creation of an enclosed seating area, sanding and painting, and upgrades to the refrigeration system) and the pool area (main pool: replacement of gutter system, anchors and deck equipment and installation of new shotcrete walls, drains and surge tank; dive pool: installation of new tile, coping and wall coating; training pool: installation of new tile and wall coating; filter room: replacement of all valves, flow meters, controllers and chemical pumps);
2. Improvements to various Town parks including replacement of playground equipment and resurfacing, reconstruction of the Tariffville Park pavilion, resurfacing of the tennis courts at Simsbury Farms and Tariffville Park, installation of lightening protection systems at Simsbury Farms and Memorial Park, wading pool reconstruction and building improvements to Memorial Pool, and construction of a new basketball court at Simsbury Farms, and related work;
3. Construction of parking improvements, wayfinding signage, trail improvements, culvert and bridge replacement, interpretive educational signage, and entrance signage to various Town open space properties, and related work.
4. Completion of the Weatogue Planning Study and development of a final code for the area.
5. Replacement of the Highway Salt Shed on Town Forest Road;
6. Evaluation of space needs for administrative offices in Town Hall for future renovations.
7. Dam inspection, evaluation and repairs of the five (5) Town owned dams: Town Forest Road Dam, Stoddard Reservoir Dam, Library Lane Dam, Simsbury Farms Pond Dam and Lake Basile Dam;
8. Public Works Complex infrastructure improvements, including: (1) installation of a permanent lift station to serve for the disposal of sanitary sewer and wash water from the truck wash facility; (2) installation of a sanitary sewer force main to connect to the existing sewage pumping station on Long View Drive; (3) replacement of the existing water service to the complex to provide additional supply for the Truck Wash Facility; (4) installation of replacement unit heaters in the Vehicle Maintenance Garage to support conversion to natural gas fuel for heating; (5) improvements to storm drainage system serving the facility for compliance with current stormwater permit requirements; (6) security gate replacement for the access to the complex; (7) electrical upgrades and installation of existing emergency generator; (8) roof replacement for maintenance building; (9) installation of emergency sprinkler system in maintenance building; (10) expansion of administrative space for multipurpose use including shared workstations, training room and temporary bunk space/storage;
9. Various improvements to support safety and security at the Town Hall Complex, including: (1) Improvement in Vehicular access and safety to State Route 10/202; (2) Improvements in Pedestrian Crossing for State Route 10/202; (3) Expansion of Storage and Security for Police Department in Rear Parking Area; (4) Replacement and Relocation of Maintenance Garage; (5) Sidewalk, Curbing, and Paver Repair and Replacement; (6) Flagpole Installation; (7) Landscaping.
10. Purchase of a trailer-mounted 250 kW portable standby generator and electrical improvements to allow for connection to the generator at Eno Memorial Hall, Simsbury Public Library, and Town Hall. Cost of generator to shared 50/50 with the Water Pollution Control Authority.
11. Establish a fund for preliminary engineering and planning services required for capital projects.
12. Various drainage improvements projects, including drainage improvements and cross culverts to improve drainage and the safety of the roadway network along East Weatogue Street, Westledge Road, Hoskins Road, Canal Street, and Tariffville Heights, and related work;
13. The extension of sewers to areas where residents have requested sewer service due to septic system failure and lack of sufficient lot size to construct a new system that adheres to Health Code, anticipated to include portions of the Munnisunk Drive neighborhood;
14. Replacement of an inline grinder and screen replacement unit at the wastewater treatment facility;
15. Repair, through relining, pipe bursting/inserts, and relocation of sewers in Hopmeadow Center;
16. Plan and design an interceptor sewer for the West Mountain Road area; possible service to over 500 properties.
17. Purchase a trailer-mounted six inch standby dri-prime pump.
18. Upgrade the district network infrastructure including wireless enhancements, server replacements, and switch upgrades.
19. Design, acquisition and installation of climate control improvements to the following school facilities:Simsbury High School, Henry James Memorial School, Central School, Latimer School, Squadron Line School, Tarrifville School, and Tootin’ Hill Schools; and
20. Roof replacement at the Central School.