Planning and Zoning Commission
40 Old Farms Road Willington, CT 06279
April 2, 2013 – 7:30 PM
Meeting Minutes
Roll Call
Members Present:
Andrew Marco – Chairman
Thomas Murphy – Secretary
Phil Nevers
Edward Standish
Doug Roberts
Members Absent:
John Sullivan - excused
Walter Parsell - excused
James Poole - excused
Also Present:
Martha Fraenkel – Interim Zoning Agent
Chairman Marco called the meeting to order at 7:30. D. Roberts was seated for J. Sullivan.
Pre-Application
Discussion on Run for Your Life event at 150 Village Hill Road (Wilderness Way Camp Ground)
Alyssa Omlie was present to represent the Run for Your Life event at 150 Village Hill Rd. She is the event manager and said they are based out of Baltimore, Maryland and are seeking to meet the necessary permits and zoning regulations. Ms. Omlie said the race is a community event and a fun activity for multiple different kinds of people and is open to all surrounding towns.
Ms. Omlie said one of the major issues is they have to obtain a special permit. She referenced regulation 5.06.01.02, special permit for designed recreation uses. A. Marco said he believes the permit was issued as a campground and the provisions under section 11 apply; accessory uses to a campground. Ms. Omlie said she read over the music and live entertainment portion of the regulations. She said they do have a gathering at the end of the event for sponsors and non-profits but the 5K run is 98% of the event and the gathering is 2%. A. Marco said the designed regulation zone references Section 11 and a discussion was held on 11.19.03. A. Marco said he believes the recreational events are open to members of the the campground and not open to the public.
Chairman Marco asked if the applicant has any affiliation with a non-profit organization and Ms. Omlie said they work with three; Kennedy Krieger Institute in Baltimore, American Red Cross and Project Sole.
A discussion was held on the liquor permit, Section 14. Ms. Omlie said they would serve beer only. A discussion was held on who applies for the permit. A. Marco said he believes the landowner applies for the permit and the event organizer is also part of the application. D. Roberts said the permit is tied to the address.
E. Standish asked if they would notify the abutters and Ms. Omlie said they would.
Bill Braithwaite was present and asked if the track was entirely on Wilderness Way property. He mentioned the race that did not take place last year and was moved to Thompson Speedway. Ray Crossen said the 3K or 4K will stay completely on the campground property and the other run did not take place last year because the speedway was better suited. He said the entire race will stay within the confines of the campground and will not be on any part of the wetlands. He said he believes all the safety and traffic issues could be addressed.
Mr. Crossen said they are looking to stimulate the economy of the area and to bring good entertainment into the town. He said they can either find a site in Willington for attendees to park and then shuttle them to the campground or use parking in Stafford and shuttle them in 2 miles away from Stafford. Mr. Crossen would like to see a site in Willington used so they can keep the business in Willington. A discussion was held on closing Village Hill Rd except for local traffic.
Mr. Crossen said the event ends at 9:00 pm but could roll into the next day depending on the turnout. The event is currently scheduled for July 27 & 28.
Al Benjamin was present and expressed his concerns on the closing time of the event and the length of time it would take to get all the people out of the campground as it could take until midnight. He also expressed his concerns on the noise from the live music and DJ’s and if the event brought in the proposed 7,000 to 10,000 people.
Ms. Omlie said they ran the race in 13 locations in 2012. She said maximum capacity is approximately 11,000 throughout the day with 500 people per wave (run). Ms. Omlie said, from her experience, you will see approximately 2500 people on the property at one given time. She said they will have plenty of buses and fantastic security. They will also have a licensed emergency crew with them for the duration of the event.
Mr. Braithwaite expressed his concerns on the roads handling the bus. He said the road would not be able to fit a bus and a tractor trailer. A discussion was held on police presence, the roads and the traffic. Mr. Braithwaite also expressed his concerns on noise from the proposed entertainment.
Ms. Omlie said they would have music; an MC, DJ and 3 to 4 bands. A discussion was held on the noise and Section 4-11. Ms. Omlie said the event would run from 8 am to 7 pm with the stage crew arriving at 7 am. She said she sent the noise regulations to the sound crew and they will stay at 90 decibels per the regulations.
A discussion was held on the Special Permit or applying to ZBA for Special Exception. M. Fraenkel said both would require a Public Hearing.
Mr. Crossen said the campground would be closed during the event and there should be less traffic for the event than he has on a holiday weekend, in part due to the large recreation vehicles entering on the weekends.
A discussion was held on pedestrian concerns and Mr. Crossen said they will have security and will have a crew go up and down the road to pick up trash; after the event, all trash would be picked up. A discussion was held on posting a bond for litter. P. Nevers said he would like to know the trooper to runner ratio. Ms. Omlie said, depending on the parking, they usually have 2 troopers per intersection. She said they have hired security in the event and do not have troopers in the event unless required. She explained ID’s will be checked and 21 & older will be wrist banded with the beer tent fully monitored.
Ralph Tulis recommended the applicant look into a good public relations campaign.
A discussion was held on local residents walking to the event and the safety of the pedestrians. A discussion was held on whether or not a road could be shut down to outside traffic. Further discussion was held on shuttling attendees in and the amount of buses that would be needed. Ms. Omlie said the buses would run every half hour.
A discussion was held on the potential money raised for the non-profit vs. the profit to be made by the for-profit organization.
Chairman Marco said he has heard everyone’s concerns and he believes the key parts for the Commission are the non-profit links, the music and entertainment and to make sure the links are very clear so the regulations are not violated.
M. Fraenkel said she has spoken to Attorney Branse and he said a better fit was 5.6.01.02; special permit for designed recreation use / outdoor recreation which Ms. Omlie mentioned in the beginning. She said there are 3 regulatory paths that could be pursued; Section 4.11 or an Accessory to a campground or 5.06.01.02, outdoor recreation. M. Fraenkel said she believes 5.06.01.02 is the closest fit as legal.
Chairman Marco said the application is a Pre-Application and nothing is binding.
Proposed draft Regulations Changes- agricultural uses and building
Applicant was not present so this application was tabled.
New Business
PZC2013-3 Application for Zone Change from R80 zone to Design Commercial (DC) zone at 00 Polster Road & 3 Polster Road & 00 Polster Road (Map 46 Lots 16 & 17) Owner: Joseph & Frank Malack Applicant: Love’s Travel Stops & Country Stores (Received February 19, 2013 Public Hearing April 16, 2013 Decision within 65 days after close of P.H.)
The Public Hearing has been set for April 16, 2013.
PZC2013-4 Application for Special Permit for motor vehicle fuel sales, tire repair and replacement, retail trade and two restaurants (Travel Stop) at 00 Polster Road & 3 Polster Road (Map 46 Lots 16 & 17) Owner: Joseph & Frank Malack Applicant: Love’s Travel Stops & Country Stores (Received February 19, 2013 Public Hearing April 16, 2013 Decision within 65 days after close of P.H.)
The Public Hearing has been set for April 16, 2013.
PZC2013-8 Application for Special Permit for Rear Lot at Tolland Turnpike (Map 29 Lot 7 Zone R80) Owner/Applicant: Mark Marquis (Received March 19, 2013 Public Hearing by May 21, 2013 Decision within 65 days after close of P.H.)
Public Hearing has been set for April 16, 2013
Minutes
P. Nevers motioned to approve the Minutes of March 5, 2013. T. Murphy seconded the motion. E. Standish abstained and all others in favor.
P. Nevers motioned to approve the Minutes of March 19, 2013. E. Standish seconded the motion. T. Murphy abstained and all others in favor.
Correspondence
- Capitol Region Council of Governments report on Zoning Referral Z-2013-25
- All Points Memorandum regarding the Wireless Telecommunications Facility on Tolland Turnpike.
Staff Report and Discussion
M. Fraenkel informed the Commission of an issue of tractor trailers parking on Village Hill and the concerns of the residents in the area.
Meeting adjourned at 8:45.
Respectfully Submitted,
Michele Manas
Recording Clerk
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