Simsbury, CT - Design Review Board Minutes 02/26/2008

Design Review Board Minutes

Chairman Dahlquist called the meeting to order at 5:33 PM in Room 106 of the Simsbury Town Offices. The following members were present: Kevin Gray, Charles Stephenson, John Carroll, John Stewart and Rita Bond. Mark Naccarato arrived at 6:05 PM. Also present were Mr. Hiram Peck, Director of Planning, and Alison Sturgeon, Commission Clerk.

II. APPOINTMENT OF ALTERNATES

Chairman Dahlquist appointed Commissioner Bond to serve in the absence of William Gardner and Commissioner Carroll to serve in the absence of Richard Schoenhardt.

A motioned was made by Commissioner Gray to amend the agenda to add Carolyn Keily to swear in the members of the Commission. Commissioner Stewart seconded the motion, which was unanimously approved.

III. SWEARING IN OF MEMBERS

Carolyn Keily, Town Manager, swore in members Dahlquist, Gray, Stewart and Stephenson. She then swore in alternate members Carroll and Bond. Ms. Keily also collected the conflict of interest forms from all members of the Commission.

IV. ELECTION OF CHAIRMAN AND SECRETARY

Commissioner Gray motioned to approve Mr. Dahlquist as Chairman of the Design Review Board. Commissioner Stewart seconded the motion, which was unanimously approved.

Commissioner Stephenson motioned to approve Mr. Gray as Secretary of the Design Review Board. Commissioner Stewart seconded the motion, which was unanimously approved.

In response to Commissioner Stephenson's question, Chairman Dahlquist explained that his name for Chairman was taken off of the list at one point but put back on. This was approved at the Board of Selectman's meeting last night.

V. DISCUSSION OF THE FEBRUARY 20TH CHARRETTE INITIATIVE AND MOTION FOR RECOMMENDATION

Chairman Dahlquist stated that at the Board of Selectman's meeting last night, a recommendation was made that they not go forward with the RFP (Request For Proposal).

Commissioner Carroll stated his feelings regarding the RFP not going forward, which he feels is very unfortunate. He hopes, as time goes by, that the BOS will come together on these issues. Regarding the RFP, he also feels there is no reason not to go parallel with the Charrette and PDD Regulation. He stated that the Charrette is a design discussion; it is not regulatory.

Chairman Dahlquist stated that Konover has filed an application for a PDD. Because of this, the Town's work on the PDD will now be suspended. Mr. Peck explained the process. A public hearing needs to be set within 65 days of receipt of the application and the hearing needs to be conducted within 35 days, unless the applicant agrees to an extension. After the hearing is closed, the Commission has an additional 65 days to make their decision.

Chairman Dahlquist stated, that contrary to the 1998 Charrette, this Charrette will result in regulations to be adopted by the Zoning Commission. The Charrette will be focusing on 3 areas of Town, with the main focus on the Town Center. He stated that the key is to get all of the stakeholders at the same table, working for a common goal. This is not just a design effort. Regarding the cost of the Charrette, this still needs to be determined.

Commissioner Carroll questioned what would happen if, at the end of the Charrette process, nothing changed and the Town still does not have regulations. Chairman Dahlquist stated that the Town will have to accept the results. The process is a series of loops with public input and design. The designers use all of this information and come up with a conclusion. The Town will then be handed a set of regulations.

Commissioner Stephenson questioned what would happen if different groups came together to work on the Charrette, but could not come to a consensus. Chairman Dahlquist stated that, although everyone has a voice in the process, not everyone's direction will be followed.

Commissioner Stewart stated his concerns with the perception of Simsbury. He stated that Simsbury is thought of as a difficult Town to work in.

Chairman Dahlquist stated that Ms. Glassman would like all of the Boards and Commissions to consider the Charrette process and to give her feedback. He stated that he has written a draft letter regarding a recommendation from the DRB. He would like Commission members to have a discussion and to make edits where they feel appropriate.

Mr. Peck stated that, as Bob Sitkowski discussed during his presentation, this is a pro-development effort. There are different disciplines within this process; it is not just a design exercise. He stated that in order for this process to be successful, people will need to have respect for the professionals who will be leading this exercise. Another critical part is input into the process from landowners who are involved. If the Charrette goes forward, the end result would be regulations, which the Zoning Commission would have to adopt.

Mr. Peck stated that if the Charrette goes forward, based upon the fact that there is a PDD application that has already been submitted, they could go forward on a parallel track. In response to a question from Commissioner Stephenson regarding if the regulations gain approval before the Charrette is approved, Mr. Peck stated then the regulations could be incorporated in the Charrette. The Zoning Commission could make modification to reflect the Charrette.

Chairman Dahlquist read the draft recommendation letter to the Commission members. Commissioner Gray questioned why these three areas are being looked at and not the whole Route 10 corridor. Chairman Dahlquist stated that the reason that the northern and southern gateways are being looked at are because they are two large undeveloped areas in Town. There are also financial reasons for this. Commissioner Gray stated his concerns regard the draft recommendation letter being too focused on the PDD. He does not feel that the connector should be left out. Chairman Dahlquist stated that the form-based approach can be as detailed or general as necessary. He stated that the POCD has set the framework for doing great studies in the future. The purpose of the Charrette is to decide what the regulations should look like.

Commissioner Carroll stated that his question at the February 20th meeting was how soon updates could be incorporated from the 20 year transportation study. They had answered that they could do this rather quickly. He stated his concerns that the Town has been working on this for years, and they would like to move forward , but he questioned if the Charrette is the best way to find out what the community wants, or if there is an alternative to the Charrette process that they might consider.

Chairman Dahlquist stated that the purpose of the POCD is to set a vision for the next 10 years for the Town of Simsbury. The Plan was put together to take a pro-active approach. It provides the framework for a form-based approach. He stated that there two major pending projects in Town. Something needs to be done. He stated that he has not heard of a better approach than a Charrette.

Commissioner Carroll also stated his concerns about how to write the RFP. He feels that there should be input from the Zoning , Planning and DRB Commissions collectively as to what they are looking for, and qualify the vendor based on the results that the Commissions and the community want. Regarding this, Chairman Dahlquist stated the he would be making a recommendation to the Zoning Chairman for a Zoning Advisory Committee, which would enable key members come together.

The Commission agreed to move forward with this draft letter of recommendation to the Board of Selectman with the additions regarding the RFP and more carefully defining the scope of the project.

Commissioner Gray made a motion that the Design Review Board strongly supports the Charrette Initiative and that they authorize Chairman Dahlquist to write a recommendation letter to the Board of Selectman. Commissioner Stephenson seconded the motion, which was unanimously approved.

Commissioner Gray made a motion to amend the agenda to have Item VII. (Approval of Minutes) next. Commissioner Bond seconded the motion, which was unanimously approved.

VI. APPROVAL OF MINUTES of December 6, 2007 and January 22, 2008

Commissioner Bond motioned to approve the minutes of the December 6, 2007 meeting as written. Commissioner Naccarato seconded the motion, which was approved. Commissioners Gray and Stephenson abstained.

Commissioner Gray motioned to approve the minutes of the January 22, 2008 meeting as written. Commissioner Bond seconded the motion, which was approved. Commissioner Carroll abstained.

VII. DISCUSSION OF PROJECTS FOR 2008

Chairman Dahlquist suggested that the DRB work on the next level of their Guidelines. There could be a separate packet and separate Guidelines for the Town Center. He stated that their general Guidelines apply anywhere in Town. They could look at a map of Simsbury and take the 6 or 7 character places in Town and plot them all on one map, which would be very useful for the DRB Guidelines. The Commission continued to discuss this project, but agreed to hold off until a decision is made regarding the Charrette.

In response to a question by Commissioner Gray regarding implementation of the POCD, Mr. Peck stated that the implementation Committee has not been set up yet. At their last meeting, the Planning Commission discussed the idea of getting a facilitator, although he feels that this could be done in-house.

VIII. CORRESPONDENCE

Chairman Dahlquist stated that he received a letter from Dunny Barney from the Chamber regarding the Charrette.

Commissioner Gray stated that he received a postcard in the mail regarding the opening of the new Library.

Mr. Peck stated that the POCD talks about various locations in Town for establishing village districts. He suggested that the DRB look at the components of the 3 areas that the Charrette is focusing on, and make specific recommendations of things that could be put into the Regulations regarding those areas. He stated that this would be very helpful to the Zoning Commission.

Chairman Dahlquist stated that the POCD identifies specific areas that could be considered by the Zoning Commission to be designated as village districts. He stated that there is specific language in the Legislation about the village district. Mr. Peck stated that he would distribute copies of this to the Commission.

Kirsten Griebel, 7 Caryn Lane, questioned if the village district would take the place of the PDD. Mr. Peck stated that it was possible. He stated that the State created the framework regarding village districts, although they did not set any standards or requirements.

Commissioner Gray made a motion to adjourn the meeting at 6:50 PM. Commissioner Stephenson seconded the motion, which was unanimously approved.

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Kevin Gray, Secretary