Willington Housing Authority
60 Old Farms Road
Aug. 15, 2011 Meeting Minutes
Meeting called to order at 6:07 p.m. by Housing Authority Chair Robert Campbell.
Present: Chair Robert Campbell, Treasurer Claudia D’Agata, member Laurel Millix, member Don Berg, First Selectwoman Christina B. Mailhos, architect Bill Crosskey, engineer Eric Peterson (Gardener and Peterson), Recording Clerk Brenda Sullivan
Absent: Vice Chair Wilbur Gangaway
Agenda Item V – Present to Speak
The agenda was reordered so that First Selectwoman Mailhos could be present (before leaving for a Board of Selectmen’s meeting) for a review by the consultants of options for parking at the Senior Housing project
R. Campbell asked the First Selectwoman to schedule a meeting with funding consultant David Berto regarding possible financial support from the town and he asked her to let him know the date so he or another member can be available.
Architect Bill Crosskey said he will have information about “green” rebates at the next meeting.
E. Peterson presented 2 schematics for the project – with 4 buildings, 6 units each – showing options for the driveway’s design and placement of parking.
In both schematics, there would be parking on both sides of the buildings, with one side that ties into the Senior Center parking.
This first layout includes a looped driveway. E. Peterson said this layout would mean losing four spaces on the main drive.
The driveways would be 24 feet wide.
They are located within the property lines. E. Peterson said the closest spot is within 200 feet of the property line.
The parking along the walkways would be handicap accessible for both upper and lower level units. All walkways also would be handicap accessible (they meet slope and width criteria).
E. Peterson said the grade on the looped hill ranges from 681 down to 671. The steepest slope on the interior edge of the road would be 10 percent.
E. Peterson said that with the looped-drive option, the walking path would need some regrading, about a 100-foot length, and an existing catch basin would need to be reset (by excavating a deeper trench). Or if left the way it is, pipe would be sticking out of the ground.
E. Peterson said currently there are 14 parking spaces on the main drive and 31 spaces for the Senior Center. The plan includes 33 spaces for the Senior Center, which leaves 84 spaces for the housing site. He said zoning requirements call for a minimum of 1.5 spaces per unit – this plan is 2.5 spaces per unit in order to allow for the different mix of units (large and small units) and for visitors. Even averaging 2 spaces per unit would be good, he said.
R. Campbell noted the Senior Center has been looking for more parking, especially since their lot becomes full when there are events. It’s better to have more parking in the plan now than trying to meet needs later, he said. L. Millix agreed.
B. Crosskey said fewer spaces at the lower level (maybe 6 fewer) would create more room for more green areas and trees, which would mean more privacy for the residents, shade on the pavement in the summer and more buffering between the housing units and the Senior Center lot. Two spaces also could be taken from the upper level for larger green areas and there would still be plenty of parking.
E. Peterson noted this configuration would still result in more parking spaces than the minimum required under Willington’s zoning regulations.
E. Peterson then presented options for dumpster locations.
OPTION #1 – This one would provide 2 dumpsters – one for the upper level and one for the lower level and a looped-drive.
E. Peterson noted dumpsters cannot be located within the 200-foot setback and must be at least 75 feet from wells, and shouldn’t be directly across from a unit because of the smell. The one located in the rear, lower level could be placed in such a way as to leave room for the waste hauler’s truck to back out. B. Crosskey also suggested landscaping to screen the dumpsters from the Senior Center lot.
It was also agreed that a dumpster should not be located in front of the Senior Center, nor should it be the first thing someone sees when driving in.
B. Crosskey said it should be as centrally located as possible.
First Selectwoman Mailhos left the meeting at 6:20 p.m.
Discussion followed about how to keep the dumpsters at least 200 feet from the property line and still ensure they’re accessible and allow room for screening. R. Campbell noted that a dumpster is regulated as a “structure.”
R. Campbell said he doesn’t see the need for three dumpsters, and noted that the walk to the dumpster locations wouldn’t be much farther than a walk to the mailbox island.
E. Peterson also briefly discussed exterior lighting requirements but said he hasn’t completed work on that part of the plan. He noted Town of Willington standards include a maximum height of 16 feet and the lights would need to point down and be shielded.
R. Campbell said he believes codes require an exterior light at each resident’s door.
OPTION #2 E. Peterson presented a second option of a drive without a loop. Instead it would end in two “hammer heads” that would be used as a turnaround for a dumpster vehicle, a moving van, fire apparatus, etc.
E. Peterson said the advantage of this option is that no work would need to be done in the drainage area. The disadvantage is that it’s more pavement.
This version also would mean that emergency vehicles would block 6 units in an emergency situation versus OPTION #1, which allows for two-way traffic all the way around. In an emergency situation, there should be two entrances/exits, he said.
Housing Authority members agreed not to go with the “no loop” OPTION #2. R. Campbell noted that fire and safety personnel would probably want two entrances/exits.
E. Peterson also pointed out that plans include a stone-dust path, at the apex of the loop, that leads to the town recreation area.
E. Peterson, answering questions from R. Campbell, said the distance from the front of the senior housing building to the edge of parking averages 14 to 16 feet.
Discussion followed concerning an existing easement that encroaches into the building area and in fact, overlaps one of the buildings on the plan. The easement allows access to Willington Woods Apts. E. Peterson said this will have to be addressed.
R. Campbell also said the project needs a lease line because it is critical to the funding amount.
E. Peterson said the easement situation might have to be reviewed by HUD but that he didn’t foresee it being a problem. He said it is outside the lease line.
B. Crosskey asked if what’s being submitted is a modification to a prior approved site plan. R. Campbell said it’s an application for a special permit for phase 3. E. Peterson said it’s probably a modification to a special permit and a modification to the site plan.
B. Crosskey asked if there might be any problems because of changes. R. Campbell said he didn’t think so and noted prior approval was for a plan with more buildings and less parking.
B. Crosskey asked if what the plan now does is build extra parking and give it to the Senior Center. B. Campbell said yes, it would help with parking during events as well as when Foodshare comes to the Senior Center, so it ends up being a benefit for the whole senior complex. D. Berg said it also means that during snow days when the Senior Center is closed, cars could be moved from the housing area to the Senior Center area, making it easier to clear snow for the housing area.
D. Berg asked whether the distance between buildings meets fire codes. E. Peterson said it is roughly the same between the buildings, about 30 feet. B. Crosskey said 20 feet is the minimum requirement, so 30 feet exceeds requirements.
Regarding septic for the project, E. Peterson said the field is completely constructed and that he was to meet with the DEEP on Aug. 16 to discuss the system.
E. Peterson said the septic tanks would be placed within the islands in the parking area so they would be easily accessed for pumping. There would be manholes over 2 chamber outlets. These will be 4,000-gal. concrete tanks (H20 rated) because they are located in a parking area.
Discussion of fuel tanks followed.
B. Crosskey suggested a utility building instead of utility closets.
D. Berg asked if a geothermal system is an option. B. Crosskey said he thought it might be too expensive, but he would do some research. R. Campbell said it would be better to focus on good insulation to save on energy costs.
B. Crosskey asked if soil borings have been done. He noted a lot of fill was brought in for Willington Woods. D. Berg said there may be test pit data for that area. B. Crosskey said test borings don’t need to be done before zoning approval, but need to be done before he designs the foundations.
B. Crosskey said that pavement and sidewalks should be left “rough” in the first phases of work. E. Peterson said it would be advisable to stabilize the site with a first coat of pavement.
There was a brief, general discussion of project costs. R. Campbell said that after the P&Z process, the Housing Authority should look at the funding and break the project into phases.
E. Peterson asked if the town might waive fees. B. Campbell said the town might do that for the Housing Authority.
There also was discussion of a retaining wall. R. Campbell said it would need to be protected so someone wouldn’t be able to step off of it, and that he’d like to see something more attractive than a chain link fence.
B. Crosskey said that if they used a terraced design, there could be two 30-inch ones 5 feet apart and they could be landscaped with chips and plantings so they wouldn’t need to be mowed and the landscaping would hide the retaining wall.
E.Peterson said he subcontracts landscaping and suggested consulting with John Alexopoulos at UConn who has expertise in designing with native plants and/or those that have a low need for water, and everything he does meets requirements for LEEDS guidelines.
B. Crosskey said he would want to review any landscaping plan “for comment.” He suggested the Housing Authority could develop a “dream” plan and then phase-in the landscaping as funds allow.
There was discussion of materials for the walkways. B. Crosskey said concrete walkways are sturdy and make snow removal easier than bituminous walkways. There was discussion about techniques that stamp concrete to look like pavers. C. D’Agata said the appearance should be consistent with what exists in that area.
There was discussion about utilities.
R. Campbell said he prefers propane and said if they decided to use gas there would need to be separate gas lines. B. Crosskey said that if each unit isn’t metered separately, there’s no need for separate gas lines, there could be one for each building – but if there are individual heating and cooling systems for each unit, then they will need a mechanical room on the ends of the buildings.
R. Campbell asked about the costs for using radiant heat or hydro-air. B. Crosskey said he would research those options, but they might not work due to cost.
E. Peterson said he still needs to know where windows will be and their elevation relative to the finished floor.
He also said he needs input about water lines.
Regarding a timeline for the applications, E. Peterson noted that P&Z normally won’t make its decision until Wetlands does, and that while P&Z meets twice a month, Wetlands meets only once a month. He also noted that meeting dates are likely to change closer to the holidays in November and December.
He added that usually the first meeting is to accept the application and schedule a public hearing, but he wasn’t sure if a Wetlands public hearing is required in this case. If a hearing is scheduled for Sept. 24, that would mean submitting to P&Z for the Nov. 15 meeting. B. Crosskey said he would be having knee surgery on that date and could not attend the meeting.
E. Peterson said applications can be submitted to Wetlands and P&Z at the same time, but P&Z would likely wait until after Wetlands made its decision before it would act.
C. D’Agata asked whether the plan is within a 100-foot distance in terms of “any disturbance” of wetlands; if not, they may not need to go to Wetlands.
E. Peterson said the project is outside that 100 feet, but the Town of Willington considers the manmade retention pond to be wetlands, so whether or not the plan needs Wetlands approval is one of the questions he would discuss when he meets with the Town Planner on Aug. 16.
R. Campbell said the Housing Authority’s goal should be to get all the bidding documents out so that if there is a mild winter, the project possibly could be started or at least everything would be in place to start in the spring.
E. Peterson noted that if the Housing Authority wants the application to be received by the Inland Wetlands and Watercourses Commission in time for its Sept. 12 meeting, it would have to be submitted the Thursday before that meeting (by Sept. 8).
To meet that deadline, a Housing Authority meeting was tentatively scheduled for Tuesday, Sept. 6 (because Labor Day is Monday, Sept. 5) in case E. Peterson needed anything more from the Housing Authority.
Agenda Item II – Approval of Minutes
Approval of the July 11 meeting minutes was postponed to the next meeting.
Agenda Item III – Treasurer’s Report
C. D’Agata reported a balance as of Aug. 12, 2011 of $6,123.76. Payroll and payroll taxes were $107.65, leaving a balance of $6,016.11. A disbursement report also was given to Housing Authority members.
Agenda Item IV – Correspondence
- A notice from the 2012 Census of Governments about an IRS employer ID number
- A copy of a ReminderNews story from July 2011.
Agenda Item VI - Old Business
R. Campbell said he will provide information requested by the Board of Selectmen, including copies of agreements with the State Department of Economic and Community Development (DECD) and the pre-development loan.
Agenda Item VII - New Business, there was none.
L. Millix then asked, when the project is completed, will there will be a property manager? She suggested that Senior Housing share services of ACCESS which acts as property manager for the Senior Center.
D. Berg suggested that future draft copies of minutes be formatted with numbered lines to make it easier to identify where to make corrections.
Agenda Item VIII - Adjournment, R. Campbell adjourned the meeting at 8:05 p.m.
Respectfully submitted,
Brenda Sullivan
Recording Clerk
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