MINUTES OF A COUNCIL OF CHAIRS MEETING
TUESDAY, FEBRUARY 26, 2008
A Council of Chairs meeting was called to order by Mayor Kaupin in the Enfield Room of the Enfield Town Hall, 820 Enfield Street, Enfield, Connecticut on Tuesday, February 26, 2008. The meeting was called to order at 6:45 p.m.
Present were Mayor Kaupin, Councilman Mangini, Assistant Town Planner/Wetlands Agent, Steven Sadlowski; Director of Economic Development, Ray Warren; Chairman of the Planning & Zoning Commission, Charles Duren; Chairman of the Zoning Board of Appeals, Kevin Kibbe; Chairman of the Conservation Commission, Michael Dynia; Chairman of the Inland/Wetlands Commission, Gretchen Pfeifer-Hall; Chairman of the Enfield Revitalization Committee, Darrin LaMore.
Mayor Kaupin stated in the past there have been Council of Chairs meetings, however, he would like to hold these meetings on a quarterly basis so that they can continue their dialog.
Each speaker was asked to respond to the following list of questions:
1. What is the biggest (one) issue facing your commission/board:
2. Is member attendance an issue on your commission/board?
3. Is Town staff responsive to your commission/board needs and requests?
4. Are there any improvements that you would recommend for your meeting facilities?
5. What are the top two changes you would make to or for your commission/board that you feel would improve your process?
Mr. Duren spoke about the Plan of Conservation and Development. He noted everyone will eventually be asked to contribute to this plan. He stated Planning & Zoning is doing some pre-planning so that they know where they are going and how they are going to do it. He noted the biggest problem for his commission is how the Town perceives Planning & Zoning. He stated his belief it would be helpful if their meetings were televised.
Mr. Duren stated they have been trying to have a meeting with the Chamber of Commerce to learn how businesses view P&Z and to learn what P&Z can do to rectify any problems. He noted Jose Giner is working on arranging a meeting with the Chamber of Commerce.
Mr. Duren stated he would like to see a handbook that someone can pick up and use. He noted they have been requesting this for years. He pointed out not everyone can afford to hire an attorney or engineer to represent them, and a handbook might prove helpful for such people. He added this will also help people to be more prepared when they come before the Planning & Zoning Commission.
Mr. Duren stated P&Z member attendance is good, and they’ve had a very good board for the last several years.
He stated the Town staff’s responsiveness to P&Z could be better. He noted they’ve been asking for the previously mentioned handbook and meeting with the Chamber for awhile.
As concerns training sessions, Mr. Duren noted they haven’t had many new members, however, they have asked for some training, but it hasn’t happened.
Councilman Mangini questioned whether there’s money in the budget for training, and Mr. Sadlowski noted there have been several training opportunities. Mr. Duren noted P&Z is hoping for in-house training. Mr. Kibbe noted there are opportunities for nice seminars, however, they’re usually quite a distance away.
Discussion followed regarding an inventory of buildings throughout town, as well as guidelines concerning those buildings. Mr. Warren stated his understanding there was a consultant under contract with the Planning Office. He noted there was a delay and the Town Manager insisted something be produced, but that which was produced was marginal. Mr. Duren stated P&Z was told if they wanted to do anything downtown, they should have that report.
Mr. Duren referred to the sound system for meetings and noted it’s important their meetings be properly recorded for legal purposes. Mr. Sadlowski stated his understanding issues with the sound system are being addressed.
Mayor Kaupin questioned if Channel 16 can record all the commission meetings in the Council Chambers. He added his belief they are supposed to install a camera in the Enfield Room as well. Mr. Coppler stated his belief they are still trying to correct the problem that’s interfering with the digital feed.
Mr. Duren referred to the format of the Planning & Zoning meeting agendas and stated he would like to move bond release and director’s request earlier on the agenda. He pointed out bond release items usually move along quickly and should be earlier on the agenda.
Mr. Coppler stated he and Messrs. Giner, Warren and Vindigni have discussed ways to make the permitting process move more quickly. He noted they’re trying to create a “one-stop-shopping” process, however, someone has to be in charge.
Mr. Duren stated sometimes small business people aren’t prepared to come before Planning & Zoning, and it would be helpful to have someone guide them through the process.
Councilman Mangini stated she has referred people to the Planning Department, and one person told her they had a wonderful response and were walked through the process. Mr. Coppler noted consistency is the key.
Mr. Duren noted the Administrative Review Team (ART) has been very helpful.
As concerns the meeting facilities, Mr. Duren noted the chairs in the Council Chambers are worn out.
Mr. LaMore stated the biggest issue with the Revitalization Committee is the need for the design guidelines. Mr. Coppler questioned how specific these guidelines should be, and Mr. LaMore responded not so specific as to tie their hands.
Discussion followed regarding the problem of landlords simply renting at the first opportunity, and Mr. Warren noted that is why guidelines are important so that people can see how things could look. Mr. LaMore noted it would be a lot more effective to have those guidelines on paper.
Mr. LaMore pointed out that prior to the 1970’s there were hardly any rentals in Thompsonville, and now 80% of Thompsonville consists of rentals.
Mayor Kaupin stated Councilman Lee wanted to throw out a challenge – a measurable increase in owner-occupied homes in Thompsonville. He questioned if, over six to nine months, Planning & Zoning and the Enfield Revitalization Committee can come up with a set of expectations as to how they would go about raising owner-occupied units in Thompsonville. He noted the Development Subcommittee, consisting of Councilmen Crowley, Jones and Lee, would like to be involved in this endeavor. Mr. Duren suggested Mr. Warren also be involved. Mr. Coppler suggested they should look at this incrementally, i.e., converting a four family house, into a two-family house.
Ms. Pfeifer-Hall pointed out Roger Alsbaugh, the Assistant Planner, purchased two properties in Thompsonville, and he lives in one of them.
Mr. Duren noted in conjunction with the new train stop, perhaps they could encourage more development along the waterfront. After some discussion, it was agreed the Town can’t depend on the train stop alone to revitalize the surrounding area. Ms. Pfeifer-Hall stated the waterfront is a big draw for boaters and fishermen, and there should be signage that leads people to the boat launch on South River Street. She added there is potential for a riverfront park on North River Street.
Mr. LaMore spoke about the lack of a “sense of place” in Thompsonville.
Mr. LaMore stated attendance is not an issue for the Revitalization Committee. As concerns staff being responsive to this committee, he noted Messrs. Warren and Bryanton have been excellent.
As concerns meeting facilities, Mr. LaMore noted the committee has discussed holding their meetings in different locations. He stated his impression residents of Thompsonville aren’t very aware of the Revitalization Committee, and it would be helpful to be more interactive with the community.
As concerns the need for training, Mr. LaMore stated his belief the best training for the Revitalization Committee is to attend other meetings. He went on to state his belief it would be a good idea for the Council of Chairs to meet on a quarterly basis. He added his belief there should be more communications between these commissions.
Mr. Dynia stated members of the Conservation Committee are worried about their committee being left out of the Plan of Conservation and Development process. Mr. Duren emphasized that will not happen. Mr. Dynia stated historical artifacts should be given consideration before developments are approved.
Discussion followed about the need for a staff liaison for the Conservation Commission. Mr. Coppler noted the liaison should be someone with a planning background. Mr. Dynia stated his commission used to have a part-time professional who did a lot of leg work and grant writing. Councilman Mangini stated she recalls a grant writer being discussed in the Council’s goal setting session.
Mr. Dynia pointed out attendance is better now than it has been in the past.
Mr. Duren indicated he’d be willing to set up meetings between the land use boards.
Mr. Dynia stated his belief their meeting facilities should have a better sound system. He noted it would be helpful to have a laptop available for their meetings so that they can access pertinent information on the internet.
Mr. Dynia stated it would be helpful to have a welcome/informational packet for new members on the Conservation Commission. He concluded stating his belief some in-house training would be helpful.
Ms. Pfeifer-Hall stated the Inland/Wetland Commission has been fairly quiet recently, with no meetings in January or February. She noted last winter, they started updating their regulations, and a lot of changes had to be made to be in line with the state model. She added they’re also looking at restructuring the fees.
She stated attendance was a big issue in the past, but it’s better now. She noted there is one member who has never attended a meeting. She questioned if a letter can be sent to this individual. Mr. Coppler indicated he would talk with this member.
Ms. Pfeifer-Hall referred to training and noted her commission does go to an annual meeting. She added the state also offers training programs, and some members do attend seminars.
As concerns meeting facilities, Ms. Pfeifer-Hall stated more room is needed for people to put up their displays. She added the recording system isn’t dependable.
She noted her commission does have a pamphlet to help people.
Ms. Pfeifer-Hall stated in 2005 there was a mass mailing to people who lived near slopes or escarpments to educate them about the protection of these areas and that there shouldn’t be any dumping of material on the slopes.
Mr. Kibbe stated it would be helpful if there was some way members of the Zoning Board of Appeals could be notified if a meeting wasn’t necessary. Mayor Kaupin noted if meetings are cancelled, legally they have to notify the public as well.
Mr. Kibbe stated attendance on his board is good at this time.
He noted Roger Alsbaugh, the Assistant Planner, is very knowledgeable, and he’s quick to answer questions and provide input when needed.
Mr. Kibbe stated he would like to see Planning & Zoning and the land use board meetings televised on Channel 16.
He stated his belief the public finds his Board to be a very professional and open group.
He stated his belief training would be great because they have a lot of new members. He suggested perhaps every quarter they could have some in-house training. He noted other training seminars are further away.
Mr. Kibbe stated his belief response from the Town has been great. He pointed out they used to get their package on Fridays, but now the police bring the package to them a week in advance.
Mr. Coppler stated an RFP should be going out in the near future, and hopefully a contract will be awarded July 1st to help with this undertaking. He noted there was discussion about putting together a steering committee of 10 to 20 people. He noted communication is key to making the Plan of Conservation & Development work. Mayor Kaupin added through these quarter Council of Chairs meetings, they will keep everyone apprised of the progress in this area.
The next meeting is scheduled for May 29th.