Planning Commission Minutes 01/26/2016

PLANNING COMMISSION

JANUARY 26, 2016

REGULAR MEETING

I.             CALL TO ORDER

Chairman William Rice opened the Regular Meeting of the Planning Commission at 7:00 p.m. in the Main Meeting Room at the Town Offices.  Other members and alternates in attendance were:  Elizabeth Burt, Holly Beum, Alan Needham, Erin Leavitt-Smith, Ron Locandro, Jr., and Gary Lungarini.   Also present were Jamie Rabbit, Director of Planning and Community Development; Janis Prifti, Commission Clerk; and other interested parties.

1.            Pledge of Allegiance

II.            ROLL CALL

1.            Appointment of Alternates

Chairman Rice seated Commissioners Beum and Lungarini.

III.           APPLICATIONS:

1.            Public Hearings:

a.            None at this time

2.            Discussion and Possible Action:

b.            CGS 8-24 referral on a proposed office/ticket booth at the Simsbury Performing Arts Center, 22 Iron Horse Boulevard (Assessor’s Map H09, Block 226, Lot 003A.

Chairman Rice read the CGS 8-24 referral into the record.

Greg Pietzu of 777 Main Street Hartford, a member of the Performing Arts Center (PAC) represented the PAC, and was joined by Board members Ferg Jansen and Dave Ryan.  The PAC representative provided handouts and background to the Commission that a non-profit 501.(c)3 was previously set up for the Town-owned PAC to handle facility management and development; about 15 directors overseeing the PAC are working toward turnkey capital improvements.  The PAC representative indicated this referral is for a permanent ticket booth, rather than the current temporary trailer, which is an annual cost and temporary and problematic for onsite ticket and telephone sales, and they would like to provide for more effective functioning of the PAC manager.  The representative proposed 2 permanent Kloter Farms sheds sited closer to the street near a brick circle, as shown in the diagram provided.  

The representative indicated they would go through the Design Review Board (DRB) and Zoning Commission processes; and as required under the 8-24 statutes, the Board of Selectmen (BOS) referred them to the Planning Commission.  The representative disclosed that both he and Ferg Jansen were on the Planning Commission when the Plan of Conservation and Development (POCD) was written and referred to POCD chapters regarding character; sense of place; special areas including Town Center; investment in the downtown area – the ticket booth would add aesthetically and operationally make the PAC a primary Town destination; Simsbury Meadows evolving into a new Town green is promoted by the many civic/cultural events held there and a permanent booth would aid in that; having this infrastructure closer to the rail trail would also be beneficial and would support the goals of the economic development chapter for this active open space.  The representative reiterated they would go through Zoning, Design Review, and ultimately the BOS.

Regarding the distance from the southern side of the shed to the walkway, the Board members present believed it was about 15 feet.  The representative indicated the location for the booth was selected from an operations perspective; one issue they have is controlling access to the site during shows; there is a copper cupola area where ticket holders gather and this proposed fenced/roofed area would provide an opening and entry to the lawn area.  The Commissioners asked if they have been working with the Simsbury Garden Club, given their extensive garden efforts on the property; and it was suggested the booth architecture could be similar to the beautiful cupola from the old library on the PAC property.   Regarding whether a year-round structure is needed, the Board members felt the PAC manager needs to have a permanent effective location; the structures were estimated to be two 12’x16’ buildings connected by a roof over the 8-foot space between them; and the height of the structures would be lower than the temporary trailer currently used.   Regarding other organizations utilizing the PAC, the representative noted one shed would be the office and the other shed likely accessible for other uses; no permanent fence is currently proposed.  The Board members present believed a ticket booth would be more convenient for older patrons who prefer to buy tickets directly; also ticket distribution has been consigned to other entities and a permanent booth would allow for direct ticket distribution.  Regarding the number of ticket windows, the Board members expect to have 3-4 ticket windows on one side and another on the buffer side totaling 5.  Regarding existing structures on the property, the representative believed they would be needed for storage; there is no plan to expand behind the band shell as performers prefer walking directly off their buses onto/off the stage.  The Commissioners asked about coordination and the Board members planned to work with all involved parties; the Town was said to be coordinating meetings.  The Board members indicated there would be some graded handicapped access from the street to the box office. 

Town Staff noted that while this meeting was not noticed as a Public Hearing, if audience comment were invited at the Commission’s discretion, it should be consistent with POCD review, e.g. where and how located, access, materials, architectural style, and relationship to the Town center zone.  

Chairman Rice invited audience comment/questions.  Rita Bond of 2 Alcima Drive, former DRB member and past co-president of the fund raising for the Circle Garden, indicated their group only recently learned about the ticket booth proposal.  She spoke for other garden club members indicating this would be a fairly large structure blocking the Circle Garden view from Iron Horse Boulevard; regarding POCD goals, she did not believe the structures would enhance the area as they are too close to the Circle Garden and asked if people would line up on the Circle Garden, given the extensive work, effort and fundraising involved in putting the Garden in. 

Becky Latimer-Kresko of 5 Spruce Lane, a garden club member, noted the lovely cupola reflects the Town well and suggested the proposed ticket booth would have less negative aesthetic impact if it were placed on the other side of Iron Horse Boulevard.  She did not know what the comparison was to the temporary trailer cost and commented the new Cumberland Farms building on Rte. 10 is more suited to a turnpike setting and did not want to make a similar mistake here.

The representatives noted the proposed location for the new structure is about 15-feet away from the current temporary trailer location – the trailer is in place for about 3-4 months.  The representative noted the ability to connect to Bushnell software would be facilitated by a permanent structure, as well as artist requirements for Wi-Fi; they will work with the garden club, DRB and Zoning.  The representative noted their season starts in May and if a positive referral from the Commission cannot be obtained at this meeting, they would ask that the discussion be tabled to the next meeting.  The Board representatives confirmed the annual cost for the trailer rental is about $5000; due to trees every 25 feet, proximity to the parking lot to facilitate advanced ticket sales, and handicapped access, the proposed site was judged as the best location.   The Commissioners asked if there were any alternatives to the proposed location.  The Board representatives responded there is 107 feet from the garden to the cupola and considering all aspects they currently believe this is the best location, but they are at the beginning of the process and would consider moving it, as their goal is to improve the PAC.  Regarding POCD goals, the garden club members believed putting the cupola too close to the garden would not look right and the two designs – a circle and rectangle – would fight each other; and significant work has gone into the garden.  The representative noted they are about ½ way toward the cupola, which is slightly further than the temporary trailer location, and would be in a grassy area with topography actually lower than the bike trail; and relocating 25 feet may hurt them operationally, but could be considered.  The Board members believed that working with DRB should provide design improvement; they would like to move the process forward in order to begin the donation process.

Town Staff advised if the Commission acted on the information provided tonight, it could include broad language that, "The Planning Commission finds that the  proposed construction of the ticket/office building in the Simsbury Meadows property is consistent with the Town’s POCD in concert with the design of an appropriately scaled building that identifies with existing Town center architecture (historic elements), along with provisions to ensure that the building and property is used in a manner that will remain consistent with the goals and objectives of the POCD.”  Town Staff noted there are more questions to be answered and there may be more information available in 2 weeks to assist the Commission with its decision, e.g. where could the building be moved and what will it look like in relation to Simsbury center and POCD requirements.  The Commissioners noted the garden club’s extensive efforts and work, but Town Staff noted the Commission’s purview is consistency with the POCD, and any favorable response should be made with the appropriate information.  The Commissioners discussed the aspects of making a decision without having seen the structure architecture and final location. 

Town Staff noted the next meeting is scheduled for February 9, 2016 with 35 days to make a recommendation and failure to make a recommendation within that timeframe would constitute approval.  The Board members noted the process includes DRB’s detailed review, BOS, and then Zoning in order for all elements to be in place.  The Commissioners requested more information be provided at the next meeting with the referral contingent upon that presentation; an informal review could also be requested from DRB.

Commissioner Beum made a motion to table the discussion.

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

Chairman Rice adjusted the Agenda to review minutes next.

V.            APPROVAL OF MINUTES of December 22, 2015

Commissioner Needham made a motion to approve the December 22, 2015 minutes, as written.

Commissioner Leavitt-Smith seconded the motion, and it was passed with Commissioner Lungarini abstaining.

IV.          GENERAL COMMISSION BUSINESS

Town Staff provided the Commissioners with copies of:  1) 3 letters from the Garden Club; 2) the Connecticut DOT curb cut permit regarding the Garden Homes property south of the NU/Eversource location where they have broken ground and pulled a building permit for one large building and paid building permit fees for 5 more buildings.   Town Staff confirmed the front property continues to be owned by the Greenberg Group, as well as the Eversource location and land to its north, and the 180+ residences composed of townhomes, duplexes, and 4, 6, and 8-plex type housing was sold to a New Jersey group – the placement of outhouses was objected to and they have been moved; 3) and the Hartford property has closed.

1.            Commission Education/Workshop:  Policies & Procedures

The Commissioners moved into the workshop at 8:00 p.m. with no further decisions and details of the motion to adjourn to be provided to the Clerk.

VI.          ADJOURNMENT

Commissioner Needham made a motion to adjourn the meeting at 9:30 p.m.

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