Planning Commission Minutes 07/26/2016
PLANNING COMMISSION
JULY 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. Also present were Jamie Rabbit, Director of Planning and Community Development; Janis Prifti, Commission Clerk; and other interested parties.
1. Pledge of Allegiance
Chairman Rice led attendees in the Pledge of Allegiance.
II. ROLL CALL
1. Appointment of Alternates
Commission members in attendance were: William Rice, Holly Beum, Alan Needham, Erin Leavitt-Smith, Ron Locandro, Jr., and Elizabeth Burt.
1. Appointment of Alternates
Five regular members were present and Chairman Rice also appointed Alternate Elizabeth Burt to regular member status.
III. APPROVAL OF MINUTES of the July 12, 2016 Regular Meeting
In Lines 33 and 41, the date “06/28/2016” is corrected to “07/26/2016.
Chairman Rice made a motion to accept the July 12, 2016 Minutes, as amended.
Commissioner Leavitt-Smith seconded the motion, and it was passed with Commissioners Beum, Needham, Rice, Leavitt-Smith, and Burt voting in favor, and Commissioner Locandro abstaining.
IV. PUBLIC HEARINGS
i. Application #16-01 of Mansour Prime Properties, LLC, Agent; Royce Palmer, Owner; for a 23-lot affordable housing subdivision under CGS 8-30g on the property located at 80 Climax Road (Assessor’s Map D20, Block 608, Lot 001). Zone R-40. (public hearing continued to 07/26/2016; public hearing must close by 8/17/2016)
Chairman Rice advised the Commissioners that a 07/25/2016 stamped letter was received by the Town from Attorney Lewis K. Wise notifying the Planning Commission the Applicant has decided to withdraw Application #16-01 citing timing issues, specifically the fact that the Public Hearing needed to close by 08/17/2016; there are no regularly scheduled meetings of the Planning Commission in August, and this would have been the last meeting for the Public Hearing.
Chairman Rice noted they plan to quickly file a new application in the future. Mr. Rabbitt advised that once the withdrawal letter was received the Public Hearing was no longer active. Mr. Rabbitt indicated revised plans were received a week ago and the Applicant decided to withdraw their Application on 07/25/2016 at 12:24 p.m.; he cautioned the Commissioners not to discuss the former Application any further and noted Staff is available to answer any process questions. From an administrative standpoint, Mr. Rabbitt clarified that as long as a Hearing is open testimony can be submitted up until the moment the Hearing is closed; once the Hearing closes no new information can come in, with the exception of Staff evaluating information submitted as of the Hearing close; it was noted a new application will stand on the record for that new application’s process.
V. OLD BUSINESS
1. Application
ii. Application #16-01 of Mansour Prime Properties, LLC, Agent; Royce Palmer, Owner; for a 23-lot affordable housing subdivision under CGS 8-30g on the property located at 80 Climax Road (Assessor’s Map D20, Block 608, Lot 001). Zone R-40. (decision must be rendered within 65 days of closing public hearing)
VI. NEW BUSINESS
1. Receipt of New Applications
a. None.
2. Referrals
a. CGS 8-24 Referral of Proposed Acceptance of Sewer Easements for 20 Hopmeadow Street property
Chairman Rice noted that 8-24 deals with any property the Town has purview over or ownership of, and the proposed easement is by the State in favor of the Town for new sewer lines. Mr. Rabbitt indicated Attorney Hope representing Garden Homes was present and clarified the easement is associated with the State and also a small sliver crosses other private lands; the primary concern is that it follows a similar track for access to the Simsbury sewer interceptor as proposed during the development process. Mr. Rabbitt provided Staff’s review in the Commission meeting packet, along with a proposed motion based on review of the proposal submitted by the Applicant associated with the proposed easement, which would be roughly parallel to Rte. 10; and Staff concluded was consistent with the POCD.
Mr. Hope added that Staff’s statements were correct and provided the Commissioners with a copy of the subdivision map showing the different phases and the piece on Hopmeadow Street; the easement generally runs east to west from their property over private lands, and does not intersect Hopmeadow Street. He stated the DOT would give them an easement to go under the Rail Trail, then through a small piece owned by DEEP, and then to Simsbury’s existing sewer line where they would tie in. He reviewed a major benefit was to keep the hookup entirely within Simsbury, which was supported by the WPCA; and one reason was that there was some question of whether the State would be cooperative in providing the easements for hook up. He explained they explored hooking up via Hopmeadow Street and the Town of Avon, but there is a governing agreement between Avon and Simsbury and an associated fee structure. He noted added benefits that: 1) all the hookup fees remain with Simsbury; and 2) the entire future system would be within the Town for all the parcels, including the two in front piece. He showed the Commissioners a map of the two separate sewer line pieces and described the general layout.
Commissioner Beum asked if other utilities are located in this area? Mr. Rabbitt explained they are not using an open trench across the rail trail, but are digging a pushing pit and a receiving pit on the east and west sides using a “jacking” method where they hydraulically push a piece of pipe through the ground to the other side, and once the connection is made the pits are back filled and not visible to Rail Trail users, and the manhole already exists and there are no exposed pipes. Mr. Rabbitt noted their checks and balances throughout the process assure utilities recorded on the map are not affected - typically utilities leave a record. Commissioner Burt asked who would be in charge of easement/sewer maintenance? Mr. Hope responded it is a Town easement with DOT and DEEP maintaining their surface portions; the utilities are subterranean with no functional maintenance piece; and the small section containing the existing Town pipe is maintained by Simsbury. Chairman Rice clarified the existing properties will continue to be owned by DOT and DEEP, but Simsbury would be allowed to access the Town-owned sewer pipe, if required. Mr. Hope confirmed his understanding this method would not interfere with existing data communication lines, as they know where the lines are located.
Commissioner Needham noted a preference for underground sewage in the POCD.
Commissioner Needham made a motion to accept the sewer easements for 20 Hopmeadow Street proposed this evening as being consistent with the goals and recommendations of the Town of Simsbury 2007 Plan of Conservation and Development.
Commissioner Beum seconded the motion, and it was approved unanimously.
VII. GENERAL COMMISSION BUSINESS
1. Plan of Conservation and Development Update – Request for Qualifications
Chairman Rice reviewed that a POCD Update Subcommittee was established comprised of Commissioner Needham; Dave Ryan, Zoning Commission Chairman; Chairman Rice; and Planning Staff members, Jamie Rabbitt and Mike Glidden. The Subcommittee reviewed/evaluated 3 RFQs to update the POCD and was clearly able to decide on 2 quotes and a plan to establish a time/date for them to come in and speak with either the Subcommittee or full Commission – the Commissioners discussed these two options. Mr. Rabbitt noted there is a relatively tight 10-12-month timeframe for revising the POCD and preferred making a decision in August and not delaying until September. He suggested each respondent have 20-30 minutes for a presentation with 10-15 minutes for questions in order to develop a consensus with Staff. He commented that ultimately this Commission has to adopt the POCD and must be comfortable with the contractor performing the work. He reviewed that the RFQ issued in June required responses by 06/24/2016 and was advertised through the Connecticut American Association of Planning and a couple more sites. The Commissioners discussed options for participating in the selection process. Mr. Rabbitt planned to send out digital copies of the information received to all Commission members for their review and noted the need to vet questions for the RFQ respondents in order to determine the best fit for who will deliver a thorough product in a timely manner. The Commissioners and Mr. Rabbitt agreed on a preferred meeting date of August 23rd with the 30th as a backup date from potentially 6-7 and 7-8 p.m. and believed the 2 respondents would be available with the goal of having the work begin in September. Mr. Rabbitt confirmed as long as a selection is made by August 30th, a contract could be quickly in place; he will begin working tomorrow on questions to be vetted.
VI. ADJOURNMENT
Commissioner Locandro made a motion to adjourn the meeting at 7:50 p.m.
Commissioner Beum seconded the motion, and it was passed unanimously.