Weekly Manager's Report: 9/23/2005

[Dr.Ken Sokolowski]

TO: The Honorable Mayor and Town Council Members
FROM: Bonnie L. Therrien, Town Manager
DATE: September 24, 2005

A. COUNCIL COMMUNICATIONS:

1. Manager: I will be away for the International City and County Managers’ Conference from 9/24 until 10/1. Chief Cetran will be in charge while I am away. There will be no management report next week.

2. Upcoming Events:
* Capital Workforce Partners is sponsoring a free national teleconference on September 30 from 11 AM to 1 PM at Rensselaer at Hartford, 275 Windsor St. Hartford. The teleconference is about, “Creating and Implementing a New Workforce System Vision.” RSVP to Suzanne Dutilly at [e-mail] or call 522-111, ext 228 by 9/21/05.

* The International Institute of Cosmetology is hosting the Chamber of Commerce’s Business After Hours on Monday September 26th from 5 PM to 7 PM at 632 Silas Deane Highway. RSVP by September 19th at [phone] ext. 215. Flyer attached.

* NEW - Wethersfield Unico presents a Toast to Columbus Wine Tasting Event at the Solomon Welles House from 7 to 9 PM. Cost is $20.00. For tickets or information call Sal Santapaola at 257-9191. Flyer attached.

* CRCOG is sponsoring a seminar for Chief Elected Officials on “Terrorism Incident Preparedness”. It will be held on Friday, September 30, 2005 from 9 AM to 3 PM at Middlesex Mutual in Middletown. For more information contact Kristin Pauzano at 860-522-2217 or [e-mail].

* The Wethersfield Volunteer Firefighters Association is sponsoring a Mohegan Sun Casino Bus Trip on Saturday, October 1, 2005. Proceeds will benefit the WVFA scholarship fund. Flyer attached.

* NEW - Center Edge is sponsoring a conference on Human Health and the Environment on Saturday, October 1 from 8:15 AM to 2:30 PM at St. Thomas Seminary, Bloomfield. For more information contact Jeanie Graustein at [phone] or [e-mail].

* The Tri Town YMCA is holding a motorcycle rally and pig roast on Sunday October 9, 2005. For more information and the route call 862-563-0604.

* The Connecticut Archaeology Expo 2005 will be held on Sunday, October 9, 2005 at the Keeney Cultural Center. The Expo is a “unique opportunity for people of all ages to learn about the Southern New England human culture over the last 12, 000 years.”

* NEW – The Community Center will be hosting Len and Lisa of WTIC’s Garden Talk on October 20th at 7 pm. The topic will be “Fall Planting and Winter Readiness”. Tickets are $10 and can be purchased at Comstock Ferre or at the door. This is sponsored by The Village Garden Club of Wethersfield.

* The Webb School Open House will be held on October 24 at 7 PM.

* The grand opening of Ocean State Job Lot is scheduled for November 10th at 9:00 AM.

* Informational sessions on the new Federal Medicare Part D prescription program will be held at the Wethersfield Community Center, 30 Greenfield Street, on Thursday, October 27 from 2-4 PM and on Thursday, November 17 from 6-8 PM. Both sessions are the same topic. On Thursday, November 3, from 10 AM until noon, representatives from the Social Security Administration will be available to assist Wethersfield residents in applying for this program.


3. Council and Board/Committee Dates:

* Monday, September 26, 2005 – Zoning Board of Appeals

* Tuesday, September 27, 2005 – Library Board; Board of Education; Historic District Commission; Tourism Commission

* Tuesday, October 4, 2005 – Budget and Finance Committee to consider the Aronne pension request and the Board of Education Surplus Funds request at 6 PM, Manager’s Conference Room.

* Tuesday, October 11, 2005 – Combined Budget & Finance and Public Safety Committee meeting to consider the proposed ordinance to ban parking on front lawns, at 6:00 PM. I will notify you of the location. Please let me know if this date does not work for you.

* Monday, October 17, 2005 – Tentative Budget and Finance Committee to consider the Town Manager’s and Town Clerk’s Evaluation, 6 PM, Manager’s Office. (If needed to complete the evaluations.)

4. Department/Division News:

* Building Inspection – Attached is the August report to Council. Please note that the value of the Building Permits includes all school and Town projects. We do not pay permit fees for these projects.

* Town Garage – Staff has informed me that we will receive a net gain of approximately $4,400.00 from the sale of two old Physical Service trucks through the State auction.

* Physical Services – Beginning October 1, 2005, Paines will begin to collect catalogs, junk mail, magazines, and office paper in their weekly recycling collection. These items can be bundled with the newspapers in paper bags. Please do not use plastic bags.

* Social and Youth Services – I am attaching a copy of the Alcohol and Drug Prevention Activities that are planned for this fall. No money is spent on publicity or public relations.

* Assessor – Assessor Jan Neumuth noted that the Courant featured a house in Wethersfield for sale and listed the taxes too low. Her office is receiving a lot of calls about this. She has contacted the Courant and asked them to reprint the article with the correct information.

* Fire – I am extremely pleased to announce that we received a $231,525 Federal grant to buy Scott Air Pacs for all of our fire personnel. This is the first Federal Homeland grant we have received. There is a 10% match which you had agreed to spend if we received the grant. In the future. I would like to applaud the efforts of Rae Ann Palmer, Grants Manager; Chief Chuck Flynn; former Assistant Chief Mark Mahder, Edward Smith, Sr. and Fire Marshall Gary Santoro for all of their efforts in putting together such a successful grant.

5. Board/Commission News:

* I am attaching the legal notice we received from Newington regarding their Planning and Zoning Commission meeting of September 28th to hear the petition for special exception and site plan approval of the proposed multi-unit residential development on the Hartford Drive In property. We have been informed that the hearing will be continued until October 12. This item will be placed on our next Planning and Zoning Commission Meeting on October 4.

* EDIC – At the monthly meeting, the following dates were discussed for upcoming events: Realtor’s Breakfast – 10/12 at 8 am at the Wethersfield Country Club; Bus Tour – September 28th at 5:30 pm from the Town Hall parking lot; Silas Deane Public Meeting – October 5th at 5:30 pm in the Wethersfield Police Department Community Room. These are all the final dates and times. PLEASE LET PETER OR I KNOW IF YOU ARE GOING TO ATTEND ANY OF THESE EVENTS, SO IF NEEDED, I WILL POST AN AGENDA.

* The Historic District Commission Public Hearing/ Public Meeting agenda and legal notice for September 27th are attached.

* I have appointed Royce L. Vehslage (I) to the Conservation Commission for a three year.

* Enclosed please find a chart that outlines the responsibilities of a Library Director, Trustee and Friends of the Library. The Friends did vote in new officers at their Annual Meeting this week. We would very much like to thank the former Officers for all of their hard work, time and effort in raising funds for our Library.

* We have received information from the State as to the new Federal requirements for Emergency Operation Plans. We will be reviewing our Plan as a team to make sure we are ready to respond to any emergencies. I have enclosed information on this new Federal requirement.

6. Council Questions/Answers:

* The fence on the cove, near the Yacht Club was fixed at the end of last week.

* CL&P completed energy Inspections of all Town Buildings and prepared and delivered reports to the Town. I have also attached information on tax exemptions for Alternative Energy Programs through State Legislature.

* I did grant a waiver for the youth football league to use Cottone Fields for the next two Sundays. They used it last Sunday and the Police and I have not received any complaints.

* The line striping contractor began work this week.

* The Dial-a-Ride contractor has informed us that 10 of their 30 bus drivers went on strike. We have had only a couple of very minor problems with service, since substitute drivers were hired.

* CRT will be giving to Social and Youth Services staff in the next three weeks, the criteria for fuel assistance for residents from all utilities. When we receive it, I will provide you a copy.

* I am attaching a copy of the letter that Social and Youth Services Director Stillwell has prepared requesting donations to the Special Needs Fund that is used to help residents in need and is also used for utility assistance. I have also attached a letter from Global Companies saying that once again, they will be donating oil to the Town of our residents in need. Also attached are the 2005-2006 Energy Assistance Guidelines for all utilities that were provided by CRT.

* I am attaching the proposed amendments to the Zoning Regulations for Outdoor Lighting that were discussed at the August 16, 2005 Planning and Zoning Commission meeting. The Public Hearing is scheduled for November 15th.

* I am attaching the letter we received from A&A Asphalt regarding their bid bond.

* The UCONN soccer team did practice last Wednesday evening at 5:30pm and last Thursday at 9:00 am on Cottone Field.  The team is ranked number one in the nation and was playing a tournament last weekend on Field Turf and requested these practice times. Many young and old fans from town watched them practice on Wednesday evening. Tom Moore and Jay Cottone agreed that it would benefit our students to keep a great relationship with UCONN, for all of our students who may apply to UCONN in the future, and accommodate this request.  They thought it inappropriate to charge UCONN for the use of the field. We do offer our fields for CIAC events that, at times, none of our teams are playing in.  It is an expectation of all CIAC schools to accommodate championship play and host events whenever possible.  We will be hosting the girl’s state championships for field hockey on Nov. 19th. This information came from Athletic Director Jay Cottone.

* Lisa Hanthingy is still working with the Board’s Business Manager, the contractors on the Webb School, and the State to verify all numbers for the final expenditures and State reimbursements for Webb. I hope to have the final report to you very soon so we will know whether we can move forward with window replacements.

7. CRCOG: Nothing this week.
8. COST: Tentative dates have been chosen for two upcoming COST events; COST’s Grassroots Government Leadership Institute for new and returning Town Leaders is scheduled for Wednesday, December 14, 2005 and the annual COST conference and exhibitor’s fair – Connecticut Town Meeting 2006 is scheduled for February 14, 2005. More information to follow.

9. ICMA: Nothing this week.
10. METROHARTFORD: Attached is a flyer about upcoming events.

11. MISCELLANEOUS:

* Stand Down will be returning to Rocky Hill on Friday, September 30, 2005 from 7 AM to 3 PM and October 1 from 9 AM to 4 PM.

* CCM is sponsoring 2005 Transportation Finance Summit: Building On New Foundations, on November 14, 2005 from 8:30 AM to 12:30 PM at the Student Center, Alumni Hall at Central Connecticut State University in New Britain. The registration form is attached.

* The Federal Government has developed voting system standards that will make lever voting machines non compliant for the Federal election in 2006. August of 2006 would be the first possible date that new machines would be used. The State is in the middle of an RFP to receive quotes for new types of voting machines. I am attaching an Advisory from the U.S. Election Assistance Commission on this topic.

* The Program Review and Investigations Committee (State Legislature) will be holding a public hearing on binding arbitration, mental health parity, and mandatory minimum sentencing on Thursday October 6th at 12:00 PM in room 2D of the Legislative Office Building.

* I have attached the report on refuse tonnage from CRRA for August of 2005.

B. PROJECT UPDATES:
* Griswold Street – We have received notice that the DOT and Federal Highway Administration has given authorization for the State to bid this job. The legal notice will be out next week with bids to be opened October 25th.

* Cottone Field – The balance in the Cotton Field account as of 9/15/05 is $19,943.65. The only activity was an interest posting of $12.70.

* Munis Upgrade – Work on analyzing and developing a new chart of accounts will begin on October 11 with testing of the new chart tentatively scheduled for November 15. The Board of Education will be involved through all of these steps.

* Town Hall/Library – An updated financial report is attached. We are hoping to have Registrar move at the beginning of October. The Parks and Recreation counter will be moved next Wednesday. Work has continued inside and outside in full force to move this project forward.

C. ATTACHMENTS:
* Unico Flyer
* Building Inspection Report
* Social and Youth Services Alcohol and Drug Prevention Report
* Newington P&Z notice
* Historic District Commission notice/agenda
* Social Services Letter
* Proposed Outdoor Lighting Regulations
* A&A Letter
* U.S. Election Assistance Commission Advisory
* CRRA Tonnage Report for August
* MetroHartford Flyer
* CCM Flyer
* Town Hall/Library Renovations Financial Report

[cruzrt]

The "amendments to Outdoor Lighting" that have ben prepared for P & Z are very important for the public to see. Why does the Town Manager not provide general interest items like this in a form that can be an ATTACHMENT to the Weekly Manager Report that is posted on the town Website? It would be good if Dr. Ken could get those amendments posted here. But, it would be even better if the Town I.T. folks would just do those things as a routine matter when posting her Weekly Manager Report.

[Dr.Ken Sokolowski]

Ms. Therrien wrote in her report:

I am attaching the proposed amendments to the Zoning Regulations for Outdoor Lighting that were discussed at the August 16, 2005 Planning and Zoning Commission meeting. The Public Hearing is scheduled for November 15th. ..... Attachment: "Proposed Outdoor Lighting Regulations "

I feel your frustration at times too, cruzrt, especially when you stop to consider that the Town's website doesn't even have the minutes of that particular meeting. As a matter of fact, the last posted minutes of the PZC is for the meeting of "June 21, 2005"! I know that Mr. Hemphill works very hard trying to keep up with all of the demands of the town's website, among other responsibilities. It would probably lessen his (and other Town Hall staffers') load if minutes of all Boards and Commissions were submitted in both hardcopy and digital form, so that Tom would just have to convert the latter to HTML format - a very quick process (usually).

I am sure that there is a digital copy of not only the minutes of the 8/16/2005 meeting, but also of the attachment (to which Ms. Therrien alluded) which just had to be composed on someone's computer, probably using MsWord. I will see what I can do to get that attachment in digital form. Just remember too, that any citizen can make a similar request. I do not have any special "inside track" getting this; I usually just ask politely if it is possible that it can be provided that way.

[JoeSixpack]

." Manager: I will be away for the International City and County Managers’ Conference from 9/24 until 10/1".

Very interesting, the former fire chief cannot attend a fire chiefs convention, but our manager can.

[SyZyGy]

JoeSixPack said: "Very interesting, the former fire chief cannot attend a fire chiefs convention, but our manager can. "

Yo, Joe,
There is a big difference between taking advantages of the perquisites (if not requirements) of the office of Town Manager and not following the rules. It seems that the "former fire chief" got caught with his perq's (AKA 'perks') down. Don't try to white wash it! At least he took it like a man!

[oldetowne]

I have a copy of the proposed light regulations and will get them to Dr. Ken to post somehow, somewhere, so everyone can see them. The public hearing is apparently set for November 15, I guess so that the Council won't have to have to listen to any unpleasantness before the election.

[Dr.Ken Sokolowski]

I have just emailed Mr. Gillespie (Town Planner and Economic Development Manager) a request for a digital (formatted text) copy of the attachment referred to above, so that it can be included here. With a little luck, either Mr. Gillespie or his assistant Denise will be able to provide it soon. [Apparently he had indicated that the schedule for the PZC would allow it to be presented to the public as early as October 18.]

[Dr.Ken Sokolowski]

All,
As promised, through the office of Mr. Peter Gillespie:
Dr.Ken

Memo

Planning and Zoning Commission
Peter D. Gillespie, Economic Development Manager / Town Planner
Denise Bradley, Assistant Planner
September 1, 2005
Regulation of Outdoor Lighting

Attached please find a slightly revised draft of the proposed amendments to the Wethersfield Zoning Regulations as discussed at the August 16, 2005 meeting:

2.3 Definitions

Foot candle (fc) – A unit of measure of illuminance. A unit of illuminance on a surface that is everywhere one foot from a uniform point source of light of one candlepower and equal to one lumen per square foot.

Full Cut Off – A luminaire or light fixture that by design of the fixture housing does not allow any light dispersion or direct glare to shine above a ninety-degree, horizontal plane from the base of the fixture.

Glare – The sensation produced by light within the visual field that is sufficiently greater than the light to which the eyes are adapted to cause annoyance, discomfort, or loss in visual performance or visibility.

Luminaire – A complete lighting unit consisting of a lamp or lamps together with the parts designed to distribute the light, to position and protect the lamps and to connect the lamps to the power supply.

Shielding – A technique or method of construction which causes all the light emitted from an outdoor light fixture to be projected below a horizontal plane passing through the fixture.

6.7. Outdoor Lighting

A. PURPOSE

This section establishes the minimum standards for outdoor lighting and is intended to:

1. Control the number, size, location, and intensity of outdoor lighting.

2. Provide lighting in outdoor public places in order to protect the public health, safety and welfare.

3. Protect drivers and pedestrians from the glare of non-vehicular light sources that shine into their eyes and thereby impair safe traverse.

4. Protect neighbors and the night sky from nuisance glare and stray light from poorly shielded, aimed, placed, applied or maintained light sources.

5. Promote efficient design and operation with regard to energy conservation.

B. APPLICABILITY

1. All public and private outdoor lighting installed in the Town of Wethersfield shall be in conformance with the requirements established by these regulations.

2. Outdoor lighting shall be required for safety and personal security for the following uses: multi-family residential, commercial, industrial, public, recreational, institutional and non-residential uses permitted in residential zones.

3. These regulations apply to new construction as well as site changes.

4. The glare control requirements also apply to, but are not limited to, sign, architectural, landscape, recreational and residential lighting.

5. Modification or replacement (other than maintenance) of outdoor lighting fixtures shall meet the provisions of this regulation.

6. Outdoor lighting shall be subject to a Site Plan review by the Planning and Zoning Commission.

C. REQUIREMENTS

All illumination on all sites shall be designed and constructed in accordance with the following standards:

1. All lighting shall be operated and maintained in compliance with the Town of Wethersfield Municipal Code as it pertains to lighting.

2. All parking area lighting shall be full cut-off light fixtures and floodlighting is prohibited...

3. The use of floodlighting, spotlighting, wall mounted fixtures is discouraged and shall only be permitted based upon acceptable justification and achievement of adequate glare control and shielding.

4. Poles and standards used for outdoor lighting shall not exceed 14 feet in Residential Zones and 25 feet in all other districts, except where otherwise permitted in these regulations.

5. All outdoor lighting shall be designed to control objectionable and hazardous glare off the premises.

6. All outdoor light fixtures shall be shielded in such a manner that no light is emitted above a horizontal plane passing through the lowest point of the light-emitting element, so that direct light emitted above the horizontal plane is eliminated.

7. Unless otherwise permitted for safety or security or for businesses that operate all night, lighting shall be controlled by automatic switching devices such as time clocks or combination motion detectors and photocells, to permit extinguishing outdoor lighting fixtures between 11p.m. and dawn, to reduce energy waste and mitigate nuisance glare and sky-lighting consequences.

8. The maintained horizontal illuminance recommendations set by the Illuminating Engineering Society of North America (IESNA) shall be observed as contained in the IESNA lighting handbook.

9. All building lights shall be full cut-off or a shielded type fixture.

10. Lighting fixtures mounted on canopies shall be installed such that the bottom of the light fixture or its lens, whichever is lower, is recessed or mounted flush with the bottom surface of the canopy and parallel to the ground. A full cut-off light fixture may project below the underside of the canopy.

11. The following maximum lighting levels are hereby established:

a. 5.0 footcandles at building entries.
b. 5.0 footcandles in parking areas.
c. 3.0 footcandles along pedestrian walkways.
d. 5.0 footcandles at drive-up windows.
e. 20.0 under service station canopies.

D. OUTDOOR ADVERTISING SIGNS

1. Lighting fixtures used to illuminate an outdoor advertising sign shall be mounted on the top of the sign structure to concentrate the light output onto and not beyond the sign.

E. SITE PLAN SUBMISSION REQUIREMENTS

Lighting plan submissions shall contain the following:

1. Photometric data, such as that furnished by the manufacturer, or similar showing the angle of cut off or lights emissions.

2. The type of fixture, height, mounting height, style of pole and level of wattage shall be indicated on the Site Plan.

3. Proposed light poles and fixtures shall be shown on the Site Plan and shall be located so as not to interfere or conflict with traffic movement or parking.

4. The site plan shall show the location of all buildings on all adjoining property located within 100 feet of the site and the location of all light fixtures on adjacent properties or the street right-of-way within 10 feet of the property.

5. A light calculation which shows the maximum light levels measured in foot candles on a grid not to exceed ten feet by ten feet across the entire site, carried out to 0.0 footcandles, the average lighting on the site, maximum and minimum lighting levels on the site.

6. A detailed sketch, elevation, cutsheet or the manufacturers catalog information sheet shall be submitted for each type of light standard. The sketch for pole mounted light standards shall consist of the pole base, the pole, the mounting arm or other attachment device, and the fixture.

F. SPECIAL USES

Notwithstanding anything in this regulation to the contrary, the following shall apply to Sport and Athletic Field Lighting:

1. Lighting systems for outdoor recreational facilities shall require approval of a Special Use Permit from the Planning and Zoning Commission.

2. All fixtures used for athletic field lighting shall be fully shielded and designed to minimize up light, spill-light, sky glow and glare and shall be provided with internal and/or external glare control louvers, visors or other shielding

3. All lighting installations shall be designed to achieve no greater than the minimal illuminance levels for the activity as recommended by the Illuminating Engineering Society of North America (IESNA RP-6-01).

4. The installation shall limit off-site spill onto neighboring properties and maximum illumination levels shall not exceed 0.2 foot candles on any neighboring property.

5. Every design and installation shall be certified by a registered engineer as conforming to all applicable restrictions of this regulation.

6. The height of luminaries shall be exempt from the height restrictions of these regulations and, to the extent practicable, be the minimum necessary to provide the illumination levels recommended by IESNA RP-6-01 for the specific sport. In no instance shall the height exceed one-hundred and ten (110) feet.

7. All events shall be scheduled so as to complete all activity no later than 10:30 p.m and all lighting shall be shut off within thirty (30) minutes after the game or event has ended.


G. EXCEPTIONS

1. Luminaires used for public roadway illumination may be installed at a maximum height of 25 feet and may be positioned at that height up to the edge of any bordering property.

2. These regulations do not apply to temporary, holiday, emergency or seasonal decorative lighting.

3. All outdoor light fixtures lawfully installed prior to and operable on the effective date of the regulation are exempt from all requirements of this regulation.


H. PROHIBITED LIGHTING

1. No luminaire shall have blinking, flashing or fluttering lights or other illuminating device which has changing light intensity, brightness or color, nor shall any beacon lights be permitted.

[cruzrt]

Thanks to Dr. Ken for providing that information on P&Z Lighting for Sports Fields. We need to establish a new online discussion about why the Town Government cannot or will not provide such information to the public without being prodded.

[oldetowne]

I've never had a problem getting info when I have asked for it, but then again I am not shy about asking. For the rest of the people who are either too busy, too shy, or otherwise reluctant to interface with the town staff, there should be a place where things like this can be found. The town's web site should be a better source for relevant and current info like these proposed regulations and the minutes of more recent meetings.

[Dr.Ken Sokolowski]

Since the PZC minutes of 8/16/2005 are 13 pages long, here is the link to the Town's webpage:

PZC Minutes of 8.16.2005

It might be of interest to those who have written here and other PZC/ZBA threads.

[oldetowne]

Are the minutes of the meeting of September 6 available? Those are equally important to the folks off Old Reservoir. If those minutes are NOT available yet - at least in hard copy, it's a violation of CGS 1- 225(a) (part of the Freedom of Information Act).

[Dr.Ken Sokolowski]

oldetowne said:

Are the minutes of the meeting of September 6 available? Those are equally important to the folks off Old Reservoir. If those minutes are NOT available yet - at least in hard copy, it's a violation of CGS 1- 225(a) (part of the Freedom of Information Act).

Per the FOIC, CT; it's FAQ page says:

"4. Q: How long does an agency have to prepare minutes after a meeting has occurred?

A: Regular and special meeting minutes are required to be available to the public within seven days (excluding weekends and holidays for special meetings) of the meeting to which they refer. Minutes of emergency special meetings must be available within seventy-two hours (excluding weekends and holidays) of the meeting to which they refer. The record of votes must be available within forty-eight hours of the meeting to which they refer."

[cruzrt]

For any person who works a daytime job whose location is not in Wethersfield, visits to the Town Hall are just about impossible. Our town government 'sort of' puts commission minutes in the Library. For most commissions, the current minutes are anywhere from 6 months to several years behind in the Library binders. Other towns websites contain reasonably current Meeting Minutes for all their boards/commissions. But not good old Wethersfield.

[oldetowne]

Hey! Guess what! The Sept. 6 minutes from planning and zoning now have suddenly appeared on the town's website. I won't have to make that annoying FOIA complaint after all.