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2023-01-12TOWN OF BERLIN Parks and Recreation Commission 230 Kensington Road • Berlin, CT 06037 Thursday, January 12, 2023 6:00 p.m. MEETING Board of Education Conference Room 238 Kensington Road, Berlin, CT 06037 ATTENDANCE: Commissioners Present: Chairwoman- Donna Bovee, Greg Starr, Tony Butrimas, Don Delaquilla, Joe Pulcini Staff Present: Jen Ochoa, Director of Community, Recreation and Park Services Debbie Dennis, Superintendent of Recreation Steve Wood, Superintendent of Parks & Grounds Chairwoman Bovee called the meeting to order at 6:00 P.M. Audience of Citizens a. Jim Mahoney, Town of Berlin, Plan of Conservation and Development, discussed the Town of Berlin's Plan of Conservation and Development. This encompasses their usage for land, parks, zoning, public facilities, infrastructure, etc. It is required by state statute to do this every 10 years to be approved September 2023. He was requesting town boards and commissions to give input into this plan and become representation in this development and implementation. Would like commission feedback by the February Park and Recreation meeting. Chairwoman Bovee asked about the Arts & Culture funding and Chris Edge is the coordinator of this. They have obtained grant funding; and for some state grant applications they ask if the funding is part of the town's plan of development. Chairwoman Bovee reiterated that the highlight portion, "Consider funding strategies for improving maintaining Town -owned conservation properties" is pertinent to their commission because of maintenance struggles and would like more public grounds staff support. Jim Mahoney encourages the commission to make their additions to this plan so when the Town reviews the capital plan they will see it was a part of the 10 -year plan. 2. Approval of Minutes December 8, 2022 Commissioner Starr moved to approve the December 8, 2022 meeting minutes Seconded by Commissioner Butrimas Those voting in favor: Chairwoman Donna Bovee, Commissioner Greg Starr, Commissioner Tony Butrimas, Commissioner Don Delaquilla, Commissioner Joe Pulcini Vote being: 5-0 (MOTION CARRIED) 3. Consent Agenda No Consent Agenda 4. Parks and Recreation a. Monthly Report, Superintendent Dennis stated that out of her five supervisors for summer staffing, two are not returning, one is not able to work weekends, one is returning and one she has not connected with. She will start advertising this upcoming week for the positions available. Most of the other staff, non supervisors, are returning. Camp staffing, only one not returning, but will try to push to reopen the Community Center site. Chairwoman Bovee asked about why staff isn't returning, and it is a matter of the students having internships and not a factor of not enough funding. Commissioner Delaquilla asked about the schedule for Basketball practices and any challenges she might be having with that. Superintendent Dennis stated that the schedule takes time to put together but she has gotten a few last minute cancellations and has had to adjust because of this. Chairwoman Bovee said that staffing is a component to their decision on opening Hubbard pool this summer. Superintendent Dennis noted that every town struggles with staffing, especially staffing of supervisors. She's hoping some of her Senior students will get trained and can be supervisors eventually. 5. Parks & Grounds a. Monthly Report, Superintendent of Parks & Grounds Steve Wood stated that they cleaned up branches after the storm, the town bought the new parcel at Pistol Creek and moved the barriers to block off entrances to keep cars and ATV's out because they are causing damage. They blazed the trail for conservation so you can walk from Reservoir Road to the back of Timberlin Golf Course. The front soccer field of Sage has been rolled with grass and hoping it will germinate in Spring and look better after damage from cars. We have had grounds changes, Greg Palaia was promoted and we have been advertising for an open position. We have brought in Dean, and he has been fantastic so far. Paul Kristopik is retiring and now we are in the process of filling his position, and will be interviewing next week. We put in 175k to replace the playground at Willard. We reached out to vendors and the committee. There will be further conversation and decisions will be made over the next couple months but wont be installed until 2024. The lead time for a playground of this size will most likely be around 9 months. He is encouraging them to leave the brand-new slides, but to replace all other elements. Willard playground is the only that hasn't been replaced in the past 5 years. h. Review of Field User Email/Paperwork, Jen Ochoa Director of Community, Recreation and Park Services asked the commission to review this and to let her know any changes they think to make. This includes a recently updated field reservation request form. Commissioner Delaquilla asked about when a field is not being used, would a team be able to use it for a negotiable fee. Director Ochoa stated that the fee schedule is strict and would need approval of Commission and Town Council, but if they request usage in advance it would be determined on a case-by-case basis. Superintendent of Parks & Grounds Steve Wood stated that the discounted fee does not equate to the potential damage of the fields. There is no way to monitor field use and there is no penalty for not using the field when it's reserved. Commissioner Delaquilla proposed a meeting with all presidents of the youth organizations to discuss expectations and field usage. Also proposed a cancellation fee to the organizations who cancel last minute because it is a ground's cost. The Commission decided to bring in the spring sports youth presidents to have a discussion during the February meeting. Jen Ochoa Director of Community, Recreation and Park Services received a request for an April break camp and a camp for June and July. There is a camp on Scalise at the same week, she has not answered this request yet but does not think April camp will work for the fields because of the conflict with another camp. c. Discussion on Fields, Playgrounds Tours, Chairwoman Bovee would like the group to visit Little People's Playground. She did attend the Town Council meeting and they had understood, but made a recommendation that they have a commission meeting at Hubbard school to engage that section of the town when deciding on closing Hubbard pool. Commissioner Delaquilla reiterated that if Hubbard is closed this summer due to lack of staffing it is not the same as them closing it permanently and clarified it as two separate issues. d. State of CT Grant Update, Jen Ochoa Director of Community, Recreation and Park Services discussed the Scoreboard location, it will be pushed back 25 to 30 feet towards the right because it will be in a better location for visualisation. Parks and Grounds removed a tree and a tree company will be coming in to clean the area up. The installation begins January 27th. Biscoglio is going out to bid in February and looking to go to Council meeting for finalising the contract in March. Once there is approval then they will begin ordering things. June 12th is the projected aim for mobilization. Adjournment Commissioner Delaquilla moved to adjourn at 7:45 P.M. Seconded by Commissioner Pulcini Those voting in favor: Chairwoman Bovee, Commissioner Starr, Commissioner Pulcini, Commissioner Butrimas, Commissioner Delaquilla Vote being: 5-0 (MOTION CARRIED) Submitted by, Tiffany Trowbridge -Bernard TOWN OF BERLIN Parks and Recreation Commission 230 Kensington Road • Berlin, CT 06031 Thursday, January 12, 2023 6:00 p.m. MEETING Board of Education Conference Room 238 Kensington Road, Berlin, CT 06037 Join Zoom meeting ht!ps:/Iberlinct-g2v.zoom.us/i/81506233680?pwd=eW Meeting ID: 815 0623 3680 Meeting Passcode: 085358 By Phone (tolls may apply): +1929 205 6099 US (New York) Meeting Agenda 1. Audience of Citizens a. Jim Mahoney, Town of Berlin, Plan of Conservation and Development 2. Approval of Minutes .a. December 8, 2022 3. Consent Agenda 4. Parks and Recreation a. Monthly Report 5. Parks & Grounds a. Monthly Report b. Review of Field User Email/Paperwork i. CFC April Camp c. Discussion on Fields, Playgrounds Tours d. State of CT Grant Update b. Adjournment I Berlin POCD Draft Recommended Goals, Strategies, and Actions 12/6/22 TopEc Area I Goal i Environmental Resources Continue to protect the Town's environmental resources and better connect open space resources through the strategic acquisition and protection of open space. I Mousing F Ensure that Berlin has a wide selection of housing choice. that enables residents to live I in Town through various stages of life and provides Dousing opportunities to new residents to the community. Economic Development i Foster a stable economy that leverages Berlin's location and commercial zones to I provide residents with access to goods; services, and employment opportunities while maintaining a diversified property tax base. Transportation Improve and. expand transportation options to ensure greater connectivity for all ; i modes. of transportation and maintain and improve infrastructure in.a sustainable I manner. Facilities and Services Provide high quality services and facilities to residents; property owners, business owners, and visitors in a sustainable manner. I Cultural Resources Protect, promote, fund, and continue to act as a steward for Berlin's cultural resources _ with a special focus on the Towns historic properties and farms. Berlin POCD Draft Recommended Goals, Strategies, and Actions Berlin POCD Draft Recommended Goals, Strategies, and Actions j - Priority Environmental f Resources Strategies € f Actions ' (Low, Med, High) Lead j Partner Ensure that the Town `s Maintain the Town's low density residential zoning zoning regulations direct districts as a means of limiting development. in development towards areas ;_environmentally sensitive. areas. that can support Review the Town's land use regulations including j development without j zoning regulations, floodplain regulations, adversely impacting the subdivisions regulations, and inland wetland f j Town's environmental I regulations, to streamline those regulations and resources. ensure that the regulations adequately protect i I environmental resources and encourage I I sustainable development. Amend the regulations j as necessary, and expand protections as needed, in favor of environmental protection that is fully ! Prioritize the protection and supportive of the goals of this plan. I Consider funding opportunities, through grants, T acquisition of open space donations of open space, and capital. budgeting for E and improve linkages the strategic acquisition of open space for the between existing open space purposes of conservation: _ Partner with outside organizations such as land properties. trusts to expand the supply of protected open space in Berlin. Update inventory of potential open space linkages that could be provided through the acquisition of land and/or development of greenway networks on III public and private properties: € Consccler�fund�ng strategies for improving ander Mai Win Town caned=conservation propertpes Inclui�ing thes;hinnq ;of rnore;irulE,crgroundsistafF? I � Maintain a Town fund or bonding authorization to strategically acquire open space as it becomes available. Prioritize the linkage of existing protected open space properties and .foster unproved intertown Connections such as at Lamentation Mountain (Middletown, Meriden), Ragged Mountain (New Britain, Southington,) and Short Mountain (Southington). Review open space areas that do. not have conservation easements and recommend additional protection for all or parts of these € properties, as required. Pursue State.grants for the acquisition of open space. Adapt and implement low l impact policies and Review and amend the Town's zoning and ! subdivision regulations to ensure that the f practices. regulations encourage or require Low Impact Development (LID) practices in new developments Work towards the adoption of sustainable practices. ii I at Town parks and facilities such as capturing rainwater for irrigation use, encouraging use of j I i pervious pavement, reducing water usage, use of integrated pest management on athletic fields, improving recycling, and reducing solid waste. Berlin POCD Draft Recommended Goals, Strategies, and Actions Berlin POCD Draft Recommended Goals, Strategies, and Actions — — .—.-.-.... - — -- Priority - --- -- j Environmental Resources i (Low, Med, ; Strategies i Actions High) Lead Partner Continue the oversight and I Continue to adequately staff departments and f protection of commissions with land use functions and provide environmentally sensitive sufficient resources to carry out their duties. Assign { areas. a Town staff member as point person for open I space and environmental issues and ensure that staff have the resources necessary to carry out their duties. _ Continue to attempt to manage invasive species problems in Town-owned waterbodies. Work with property owners to encourage the j permanent protection of sensitive portions of their properties such as riparian buffers and forest areas with voluntary conservation easements. Consider the use of tax incentives to encourage the j voluntary establishment of conservation easements. j I Actively work towards f Conduct a public campaign to reduce litter and protecting and improving i pollution into the Town's brooks and rivers. water quality of the Review the Town's zoning regulations for I Mattabassett River and other opportunities to include riparian zone requirements waterways.in the Town. and restrictions for developments in proximity of the Town's rivers and brooks. 3 Require inspections. and reporting on the condition of f on-site stormwater management systems in ! I existing and new developments.f Improve stewardship of Seek the assistance of a university forestry program forests and tree canopy on to develop a forest management and invasive Town-owned open space species control plan for all Town•-owned open and rights-of-way: space and forests. Continue to allocate financial resources towards forestry so as to adequately respond to the need { for forest and roadside tree maintenance and removal. Review zoning regulations to ensure that they j require adequate tree planting and replacements on projects as appropriate. Allow flexibility in requirements to allow tree planting in locations E where they would be most beneficial and most E likely to thrive. I Continue to promote E sustainable stormwater j Continue to invest in stormwater infrastructure improvements throughout the Town as management and floodplain E recommended by the Town's Stormwater f I management to be resilient Management Plan, Sustainable infrastructure j and adaptable to a changing ` improvements should be prioritized. climate. Review and evaluate the Town's Floodplain zoning I regulations to ensure consistency with FEMA recommended model ordinances. Expand and improve the Work with CFPA and Land Trusts to protect the Town's trail system to better path of the Mattabesset and Metacomet Trails and 3 j connect open space New England Trail in Berlin and to relocate trails to j properties and connect _ protected property when necessary. Berlin POCD Draft Recommended Goals, Strategies, and Actions Environmental Resources Priority j (Low, Med, Strategies Actions j High) j lead j Partner Berlin to trail networks in Make trail connection from Timberlin to Reservoir surrounding Towns and 3 Road on newly acquired Reservoir Road parcel. improve access f promotion of tra� sy tem. Work with New Britain Water Department to € , relocate a portion of the former Wigwam Road Ii ROW to connect Reservoir Road to Ragged j Mountain Preserve. Develop a trail after the ROW is relocated. —f j Work with CFPA and other partners to reduce the distance of road walks of through trails on Spruce Brook Road, Orchard Road and Edgewood Road. i j Improve safety of the trail crossing at the Berlin E ` Turnpike. Improve the connection between Pistol Creek and the through Trails at lamentation Mountain. j j I Relocate the Metacomet Trail off private property jand into the Blue Hills Conservation area in the viciniy of Summit Wood Drive. j Work with New Britain and Meriden Water i Departments to provide more public access to lands they own in Berlin, as feasible. Keep p Is information up to .date on the Town website and make trails information available through apps: Provide site improvements Advance planning for the shared open space, water to open space properties to department use for the Wood lawn parcel j { ensureproper stewardship of those and to Improve parking for Ragged Mountain Preserve at properties West Lane. improve b the rove access , P y public Improve parking at Park Drive that is an access 's point to MeridenHubbard Park and to trails j Woiv1th N[ida[eowri toimpio►+gPstoLC�eek ' rapi=rtiea}asaa�io}To�vn�"open s aceand ; i _ creatRpalt Re-establish ublic. access to Webster Park. P Make town open space lands more accessible to public by creating new trails, marking existing trails j j and boundaries, building bridges and boardwalks, k placing signage; improving accessibility, keeping 3 E trails information up to date on the Town website and make trails information available through l l apps., and creating parking areas. j .... ........ _ ..... __• Identify critical improvements and maintenance l jneeded at Town -owned open space properties and produce a summary and list of needs. j Berlin POCD Draft Recommended Goals, Strategies, and Actions Priority (Low, Med, Dousing Strategies I Actions High) ' Lead i Partner j .Implement See 2022 AHP _ Continue and expand support services to assist recommendations of the seniors to age in place. Administer, educate, and I 2022 Affordable. Housing a focus on programs that provide support to initiatives, targeted' income levels. Plan as a. means of residents, real estate professionals, and ownership opportunities. other stakeholders with information an CH FA increasing the supply and mortgages and other financing options for lower E income and first-time homeowners. range of affordable housing _ Explore potential for revisions to PS -A district recommended by the j in Berlin and maintain an for mixed-use residential at a density appropriate i I affordable housing inventory component. in excess of existing sum: Maintain and increase the Explore innovative approaches to stimulate the supply of housing designed development of affordable senior apartments. — -- ---- for or occupied by seniors.i � Revisee zoning regulations to allow for the 1 development of, or conversion to, multi- generational housing that provides shared living ' i areas for multiple generations of a family in Consider adjustments to the BTD zone to further incentivize development of affordable housing on appropriate sites providing that commercial development remains a required component of new development Revise Kensington Village Core 2 regulations to allow increased residential density with an affordability requirement and/or consider redistricting area across the train station to Farmington Avenue Core Area 1. Revise the zoning regulations to allow private development of Housing for the Elderly on Town - Support the diversification of Ensure that the zoning regulations direct higher the Town's housing stock density housing towards areas that have the without adversely imoactino infrastructure to support such development. Berlin POCD Draft Recommended Goals, Strategies, and Actions Consider a revision to the zoning regulations to allow assisted living facilities in the OT, OT -2, ST -7, PI -2, SPDD, and BT -2 districts. _ Continue and expand support services to assist seniors to age in place. Administer, educate, and _ Seek funding for afFordable housing initiatives with support affordable housing ; a focus on programs that provide support to initiatives, targeted' income levels. Promote affordable home ;Provide residents, real estate professionals, and ownership opportunities. other stakeholders with information an CH FA mortgages and other financing options for lower E income and first-time homeowners. Revise zoning as _ Explore potential for revisions to PS -A district recommended by the zoning regulations. at individual locations to allow Affordable Housing Plan to for mixed-use residential at a density appropriate support development of ; to the location, with a required affordable housing affordable housing component. Consider adjustments to the BTD zone to further incentivize development of affordable housing on appropriate sites providing that commercial development remains a required component of new development Revise Kensington Village Core 2 regulations to allow increased residential density with an affordability requirement and/or consider redistricting area across the train station to Farmington Avenue Core Area 1. Revise the zoning regulations to allow private development of Housing for the Elderly on Town - Support the diversification of Ensure that the zoning regulations direct higher the Town's housing stock density housing towards areas that have the without adversely imoactino infrastructure to support such development. Berlin POCD Draft Recommended Goals, Strategies, and Actions Housing Strategies .. I Actions I Priority (Low, Med, ! High) Lead Partner single-family neighborhoods Provide additional design standards and/or (Anions IHigh) Lead I by providing adequate guidelines for multifamily development to ensure zoning controls, that development is not adversely impactful to permitting and licensing processes to be :efficient, adjacent single-family residential properties or [ development and provides effective, and expeditious. districts. Continue to work with local banks, SBA lenders, Amend zoning regulations to better control opportunities for the growth and development of small orientation and placement of residential uses and ! the protection of sensitive environmental features I E j on a developed lot. ! j (CDFIs) to promote existing small .business lending f Berlin POCD Draft Recommended Goals, Strategies, and Actions Priority ! I (Low, Med, Economic Strategies (Anions IHigh) Lead ( Partner j Foster an environment that Continue to streamline the Town's business is supportive of economic permitting and licensing processes to be :efficient, [ development and provides effective, and expeditious. Continue to work with local banks, SBA lenders, opportunities for the growth and development of small I and Community Development Financial Institutions j and large businesses in the j (CDFIs) to promote existing small .business lending i Town. and micro -lending programs. I ---' I Continue to provide tax incentives to for new economic development projects consistent with the Town's tax abatement policy. Consider dynamic E f 1 changes to the tax abatement policy as economic f [ and market conditions change. Encourage the expansion of high-speed broadband coverage and gigabit internet access across the Town. Develop a campaign and I Continue implementing and refine the strategic communications that f communications and engagement plan for the I promotes Berlin as a place Town including the 'It's All in Berlin' branding and E i that is friendly to business. awareness effort. Continue to provide and evolve regular communications and prornotion of economic development activity in the Town through multiple j media platforms. j Continue and refine the Town's economic development marketing effort including; information on available commercial and industrial x i properties, an overview of Berlin's strengths and j assets, and print and digital materials Suppdrtthe newly createtl Arts and Culture I I€ rCommtttee and eoortltnate a�frvitles though the I ' own s Econorn►c.Deyelnpment Director as liaison,: I ' Continue membership in Chambers of Commerce f j E to actively promote Berlin and distribute campaign materials and information. I Support the development of { Identify sites that would be suitable for the 1 I ! Industria.! arks that will development of small lot industrial parks. Berlin POCD Draft Recommended Goals, Strategies, and Actions Economic Strategies serve small and emerging businesses. Review and update, as appropriate, the Town's mixed-use, commercial, and industrial zone regulations to ensure that the regulations provide sufficient flexibility to allow development that responds to current and future market conditions_ Focus economic development efforts on Farmington Avenue and the Berlin Turnpike. Priority (Low, Med, Actions Revise zoning regulations to allow for the development of small lot industrial parks at suitable sites, Allow 1 acre lots in PI -2 if part of a unified site plan for a lot S acres.or larger. Allow 100` frontage in PI -2 and PH if development of a unified. site plan for 1 acre lots. Review zoning regulations to ensure that they are supportive of the development of health care facilities in appropriate districts. _ Review special permit uses and reduce requirement as feasible to a zoning permit and site plan for specific uses in �pecific districts. Review zoning regulations. to ensure that they allow for the development of shared working spaces and business incubators in a range.of districts. Analyze the Town's existing industrial zoning districts to determine if allowable uses, building heights, parking and loading requirements, and constraints on building size or footprints are in line with today's industrial/manufacturing/distribution standards. _ Modify site plan and zoning regulations to allow the Planning and Zoning Commission to strengthen requirements for environmental assessments for properties with potential for environmental contamination based on historic uses.. Sturdy mixed-use options that include residential in the PS -A zoned areas (see housing section). Consider revising BTD zoning regulations to require at least 20% commercial development and that commercial and residential development be done oro rata basis if a project is phased. Study the SPDD and the SPDD Overlay and SPDD-2 zones to determine how those districts could be modified to be more effective in attracting appropriate development_ Consider reducing setbacks and minimum lot sizes to facilitate mixed- use development. Update Town zoning regulations to consider providing more flexibility in the definition of business uses and to address contemporary business trends and definitions. Lead I Partner Review parking requirements. for potential j reductions to requirements that may allow for infill development in existing parking lots. Consider conducting corridor studies or area plans for the Berlin Turnpike and Farmington Avenue to help align economicdevelopment priorities with needed infrastructure improvements to adequately support future growth. Identify infrastructure enhancements needed in those areas. Berlin POCD Draft Recommended Goals, Strategies, and Actions f Economic Strategies Facilitate the clean-up, improvement, and reuse of vacant, aging, or contaminated commercial and industrial properties. Continue to invest in Kensington Village and facilitate the redevelopment of properties and development of mixed -.use commercial and residential projects. Actions Review zoning regulations to ensure that the regulations support desirable land uses and site design and provide opportunities for housing development without displacing commercial uses. Continue to facilitate clean up and reuse of brownfields sites including by seeking grants and loans to facilitate investigation and clean up. Consider RFPs for sale of tax liens to address tax delinquent brownfields sites.mm Maintain a focus on reducing commercial building vacancies by working with property owners to identify needs and challenges'in flling vacancies._ Step up the enforcement of the Town's blighted property ordinance. Work with and provide incentives to commercial property owners on Farmington Avenue and the Berlin Turnpike to improve the appearance of Assist private property owners to market properties consistent with the uses proposed in the Plan. Increase the allowed residential density in Kensington Village Core Area Z (see Housing Communicate with property owners in the core of the TOD area and develop and coordinate plans for the next phases of TOD area mixed use redevelopment as properties are available for sale. Make transit pedestrian and bicycle improvements to link residents and employees to the TOD hub at the Berlin Train Station Expand open space walking connection from the Train Station to Old Brickyard lane and beyond. Continue membership in the MainStreet Program and consider the creation of public/private organizational structure to foster town center revitalization in Kensington Center. __ _ Continue to implement Farmington Avenue Design standards and update standards as needed. _ Continue to extend sidewalks and fill missing links to connect the Kensington Village TOD area to Priority (Low, Med, Hiah) Lead Partner Consider rezoning the Berlin Steel complex and industrial properties on Harding street for Transit Oriented Development uses if these properties I j become available for sale or reuse. Continue to make public investments to reinforce the Kensington Village TOD area. Continue streetsca a improvements as. grant funds become available. Concentrate on streetscape c improvements on Farmington Avenue between to New Britain Road and Steele Boulevard. Study creation of wireless zone downtown. Berlin POCD Draft Recommended Goals, Strategies, and Actions Priority i I (Low, Med, Economic Strategies Actions High) Lead Partner Connect Steele Boulevard to the Train Station Lead parking and Depot Road when appropriate rights i Improve traffic operations can be secured from CTDOT and AMTRAK. Continue to promote Berlin's Seek additional funding to continue the fa4ade f I TED sites by developing program to upgrade landscaping and facades on i informational and Farmington Avenue, New Britain Road, and vicinity. I promotional materials ----------------- ---.-___.._____i __...—_ _ Work with the TED site property owners to support specific to each site. I their marketing efforts if the properties are for sale. j Prepare conceptual development plans in concert I With the owners. Continue to encourage property owners in TEDs local bridge maintenance and repairs. areas to work together on issues regarding sale and future development of the properties. across the Town. Integrate Low Impact Design (LID) measures in Consider infrastructure extensions and other— incentives to stimulate the development of TEDs properties consistent with the uses proposed in this transportation infrastructure projects as feasible. Plan. ( E Priority (Low, Med, Transportation Strategies i Actions ; High) Lead Partner Improve traffic operations I Improve the Town's traffic operations by updating 7. across the Town. i traffic signal infrastructure and technology at i ! intersections that experience a low level of service. E Strategically improve Continue to pursue State and Federal funding for transportation infrastructure local bridge maintenance and repairs. across the Town. Integrate Low Impact Design (LID) measures in transportation infrastructure projects as feasible. Implement recommendations of pavement conditions survey and management plan to address outstanding needs in pavement conditions of the Town's roads. ..._._._.....------- -----................. Seek grants .for and continue to 'invest in I streetscape projects in commercial areas where E warranted with priority being Farmington Avenue € Jbetween New Britain Road and Steele Boulevard.— improve bicycle and Adopt a Complete Streets policy that prioritizes the pedestrian connectivity provision of pedestrian, bicycle, transit, and traffic r across the Town. calming improvements in transportation infrastructure and maintenance projects and review ordinances, regulations, and policies to align with 11 complete street nrincioles. 3 Develop a bicycle plan that identifies preferred bicycling routes and corridors that may be appropriate for the development of bike lanes or pathways. Berlin POCD Draft Recommended Goals, Strategies, and Actions Priority I I (Low, Med, Transportation Strategies Actions High) ! Lead Partner Expand and improve the Town's sidewalk network I with an aim of connecting neighborhoods to ! schools, Town facilities, and Kensington Village. Prioritize corridors such as Farmington Avenue, j Worthington Ridge, Berlin Turnpike, Deming Road, I Four Rod Road (south of Norton), Percival Avenue (Carbo Lane to Percival Field), Robbins Rd (Towne Drive to Timberwood), and Kensington Road [ ;i (Carriage.Drive to Norton Road). intersections acrossown r Identify ,pedes improving crossings v and provide improvements to pedestrian crossings as needed I including crosswalk markings, signage, signal I enhancements, and lighting enhancements. j T I Expand trail and greenway connections across the Town and identify preferred routes for connecting E to nearby regional trails such as the Farmington Canal Trail. Accommodate emerging Seek funding to provide electric vehicle charging transportation modes and infrastructure at Town facilities and where may be� I technologies. required to support electric vehicle fleets, I _ t Review zoning regulations and amend as necessary to require the provision of bicycle parking and E electric vehicle charging as ap"o nate. L Investigate. the best options for improving I efficiency and reducing environmental impact of j Town vehicles. Continueto address safety Pursue grant funding, as available, to provide safety I issues across Berlin's enhancements at high -crash areas. F transportation system. Continue to work with CTDOT to ensure that safety I enhancements are made to high -crash locations on ! State highways in Berlin. Develop a traffic calming toolbox as part of a ! Complete Streets plan and implement traffic calming measures on local roadways where crash Improve access to CT Transit rates could be reduced through traffic calming....__! _......_..____.__..._i_.-._-_-- I Provide additional bus shelters and waiting/drop- I bus routes off areas. I Work with CT Transit to provide more local stops on routes that currently serve Berlin. - - - ----� - -- - --_ __--- — - Berlin POCD Draft Recommended Goals, Strategies, and Actions 10 Implement water saving measures across Town properties and facilities as a means of reducing Town drinking water usage. Berlin POCD Draft Recommended Goals, Strategies, and Actions 11 F l Priority Town Facilities and (Low, Med, I Services Strategies Actions High) Lead Partner Continue to preserve, Develop a.Parks and Recrea'#ionylasterplan enhance, and maintain parks- [ontiuct playscape; athletic field, and athletic court and recreational facilities. 1 s replacement and refiurbrshmentas tlirected fi' the Masterplan�to ensure:bei�erXonditroris I I i xpaiid and enhance trails aril paths within na d cr�rinectrn`g parks witl i'the arm of corinectrng Town's parks andA#iflikaeeswith a`connecte ake accessibility improvements at parks inclErdrrtg ! patflway upgCades;arid actP -H .le piaY9roiandsT,ta -........ - -Continue the process to ; Pian for and maintain public safety facilities in ! design and construct ' accordance with evolving space and technology improvements to address needs. identified Police Department I ! I ! ! space needs and continue to i f evaluate facilities to ensure f that Benin's Public Safety services have the resources � ! i to meet the. needs of the commune J Support sustainability I Develop a municipal energy plan that includes including energy efficiency energy tracking and management, energy and renewable energy reduction goals and actions, and clean energy sources across all Town goals and actions. ! facilities. j Commit funding to address the needs identified by ! I the energy assessment.and pursue grant funding as available to assist in the financing of improvements. II ! Benchmark and track energy use across Town and j school buildings and facilities. i Include energy efficiency and renewable energy projects in the Town's capital improvement plan. Implement energy efficiency and renewable energy ! improvements at Town and school buildings and I facilities. I Continue to protect and Limit further expansion of water service maintain the Town's drinking 'I infrastructure so as to discourage expansion of the water supply and ;system to rural areas and low-density and uses distribution infrastructure. Make investments in water supply system as needed to ensure a safe yield and continue to explore additional water sources so as to be less ! dependent on outside water districts to meet water , ' supply needs ......... _....... :... Continue to expand interconnections with adjacent Towns and the Metropolitan District Commission to increase the resiliency of the water supply system Implement water saving measures across Town properties and facilities as a means of reducing Town drinking water usage. Berlin POCD Draft Recommended Goals, Strategies, and Actions 11 ......... . . ........ . . Priority Town Facilities and (Low, Med, Services Strategies Actions High) Lead Partner the Town's stormwater Revisit the potential consolidation of the Berlin's Basin to determine the most appropriate ways to infrastructure to reduce risk three water districts as a means of improving sewer improve drainage and minimize the flood plain. infrastructure and reducing costs. if the districts are not consolidated, each district needs to plan and ....................... i complete inflow and infiltration reduction projects if requested by the Mattabassett District, to reduce sewer system flows in storm events. Update the working agreements between the districts to more efficiently coordinate services and streamline permitting. for projects requiring inter jurisdictional cooperation' Promote the adoption of best management practices and the use of green infrastructure as a means of reducing the use of drinking water supply 1 for irrigation. Implement measures at Town properties and include regulations and guidelines within the Town's zoning reciulations. Continue to make needed Limit further expansion of wastewater infrastructure investments in the Town's so as to discourage expansion of the system to wastewater collection infrastructure. rural areas and low-density land uses and focus on needed improvements to the existino system. Address inflow and infiltration issues across the wastewater collection system. Upgrade obsolete or dysfunctional components of the wastewater collection system. --------- - - Revisit the potential consolidation of the Berlin's three water districts as a means. of improving sewer infrastructure and reducing costs. if the districts are not consolidated, each district needs to plan and complete inflow and infiltration reduction projects if requested by the M atta bassett. District, to reduce sewer system flows in storm events. Update the working agreements between the districts to more efficiently coordinate services and streamline permitting for projects requiring inter jurisdictional cooperation. Proactively work towards Work across Town departments to 'identify projects obtaining and securing eligible for funding under the Infrastructure funding through the Investment and Jobs Act and other funding Infrastructure Investment sources. i Work across Town departments and with State agencies to prepare grant applications and request I and Jobs Act (IIJA) as a means of financing needed improvements to Town for funding including through the Infrastructure facilities and infrastructure. Investment and Jobs Act, ------ ---- Continue to pursue options for accommodating Senior Center and Community Center space needs. Provide improvements to Conduct a study of the Mattabesset / Sebethe River the Town's stormwater Basin to determine the most appropriate ways to infrastructure to reduce risk improve drainage and minimize the flood plain. ....................... Berlin POCD Draft Recommended Goals, Strategies, and Actions 12 Town Facilities and } Services Strate'ies Priority (Low, Med, Actions High) Lead Partner of flooding and protect Continue to conduct improvements to stormwater (Low, Med, I i water quality, infrastructure as specified in the Town's stormwater Provide continued support I j ma a ement plan. historic resources through the development of J Encourage the underground Modify subdivision requirements as necessary to installation of electric and encourage underground utilities for new residential communications and business projects commercial structures, and other cultural sites. infrastructure in new j Inventory and protect Berlin's scenic roads and developments as a means of byways. Define the features that would distinguish protecting infrastructure historic properties, stonewalls, mature trees, from storm events and i notable geologic formations. Study the benefits of a Scenic Road ordinance per the Connecticut j improving the appearance of j General Statutes and adopt an ordinance if found 3 new develo merits. I Install historic plaques in the Worthington Ridge Historic District that convey the significance of the properties and Berlin's role as part of the Underground Railroad. Pursue financial incentives for preservation, including State and Federal grants, tax incentive programs, preservation or facade easements, assessment deferrals and transfer of development rights. Allow for the reuse of j Encourage maintenance of the architectural Priority Cultural Resoarce integrity of historic and architecturally significant (Low, Med, I Strategies Actions High) Lead Provide continued support Promote public awareness and appreciation of local j for the promotion and historic resources through the development of J protection of historic print materials, online content and on-site signage_ resources in Berlin. Develop an inventory and assessment of all historic properties and cultural resources in the Town including cemeteries, greens, residential and k commercial structures, and other cultural sites. _ ._......._ j Inventory and protect Berlin's scenic roads and byways. Define the features that would distinguish these, such as agricultural vistas, open meadows, historic properties, stonewalls, mature trees, i notable geologic formations. Study the benefits of a Scenic Road ordinance per the Connecticut j General Statutes and adopt an ordinance if found 3 i to be beneficial_ I — — Develop regulations to preserve the physical and I architectural characteristic of historic houses and i Install historic plaques in the Worthington Ridge Historic District that convey the significance of the properties and Berlin's role as part of the Underground Railroad. Pursue financial incentives for preservation, including State and Federal grants, tax incentive programs, preservation or facade easements, assessment deferrals and transfer of development rights. Allow for the reuse of j Encourage maintenance of the architectural historic properties and integrity of historic and architecturally significant ensure the preservation of I sites, buildings and structures when adapted for historic properties when re- reuse for commercial, industrial or residential j used or when redeveloped. purposes. ----- ..... __ ` Amend the zoning and subdivision regulations to encourage the preservation and reuse of historically significant structures within proposed k developments. _ ._......._ Berlin POCD Draft Recommended Goals, Strategies, and Actions Partner 13 ---_.....----- --.... _..__..._._. .._.. - _...___.... priority Cultural Resource (Low, Med, Strategies Actions High) Lead Revise zoning ordinances to allow adaptive reuse of buildings in the Worthington Ridge Historic District including limited commercial or additional residential units. Develop a marketing Develop branding and print materials that promote campaign for Berlin that I Berlin's cultural resources. features and promotes its ` Estabfish a unified presence on social media to cultural resources. J promote Berlin's cultural resources. Provide continued support I Develop and maintain an inventory of active farms for the Town's farms to help in Berlin including acres farmed, number of people ensure their continued employed by these farms and agricultural operation. businesses, and other information pertinent to the j economic value of Berlin's agricultural and related Engage in a dialogue with local farmers to identify additional zoning amendments to encourage the preservation of local farms, including by expanding definitions of farming related uses. Evaluate the opportunity for farming on Town _ propertfes, including continuation of haying in E Use Town open space acquisition funds and identify funding partners to purchase development rights of farms to ensure their continued operation. Review and revise the zoning regulations as j appropriate to allow farms to engage in accessory uses that are complementary to the principal use of a farm. Support the development of I Revise zoning regulations to allow farming on lots micro -farming in Berlin. less than ten acres. Consider a two-tier definition I with expanded farming uses permitted only on f sites that are 10 ten acres. or more. j Change definition of farm to include lots of greater than 5 acres if part of a farm subdivision master E plan with farm -related restrictive covenants.__ Allow a house on farms of at least 10 acres in the POD zone. Also allow a house on 5 acres if part of a farming subdivision master plan of a parcel greater than 10 acres. j Provide adequate regulations for farm activities I based upon lot size and district. Improve and reuse Town- ? Complete restoration of the Worthington Meeting i owned historic properties. House and place it into productive use as a Historic E Society museum. Review the zoning regulations and revise as necessary to support the restoration and adaptive reuse of historic properties. Partner Berlin POCD Draft Recommended Goals, Strategies, and Actions 14 Cultural Resource Work with owners of historic properties to add properties to the National Register of Historic Places; whether individually listed or as part of a new district. Priority (Low, Med, Actions High) Lead Prioritize the historic designation of the Nelson Augustus Moore property. Partner Berlin POCD Draft Recommended Goals, Strategies, and Actions 15 X(-. � ")VA -Q5 TOWN OF BERLIN Parks and Recreation Commission 230 Kensington Road • Berlin, CT 06037 Thursday, December 8, 2022 6:00 p.m. MEETING Board of Education Conference Room 238 Kensin&yton Road, Berlin, CT 06037 Joie Zoom meeting httos:f/berlinct-¢ov.zooin.us/j/86214942898?_pwd=MidHTVhkeUVG_ ttFSU3V5cksiUGlu7z09 Meeting ID: 862 1494 2898 Meeting Passcode: 107221 By Phone (tolls may apply): +1929 205 6099 US (Neto York) Meeting Agenda 1. Audience of Citizens 2. Approval of Minutes a. November 10, 2022 3. Consent Agenda a. Request acceptance of the 2023 and January 2024 meeting dates of the Parks and Recreation CoMmission as presented. b. Request acceptance of higihlighted changes in Field/Facility Use Policy in the following sections: i. Section 11, g. and h. ii. Section III 4. Parks and Recreation a. Monthly Report 5. Parks & Grounds a. Monthly Report b. Discussion on Fields, Playgrounds Tours c. State of CT Grant Update 6. Adjournment TOWN OF BERLIN Parks and Recreation Commission 230 Kensington Road • Berlin, CT 06037 Thursday, December 8, 2022 6;00 p.m. MEETING Board of Education Conference Room 238 Kensin-ton Road, Berlin, CT 06037 ATTENDANCE: Commissioners Present: Chairwoman- Donna Bovee, Greg Starr, Tony Butrimas, Don Delaquilla, Joe Pulcini at 6:21 PM Commissioners Absent: Andrew Legnani Staff Present: Jen Ochoa, Director of Community, Recreation and Park Services Debbie Dennis, Superintendent of Recreation Steve Wood, Superintendent of Parks & Grounds (via Zoom) Chairwoman Bovee called the meeting to order at 6:01 P.M. 1. Audience of Citizens a. Crystal Vangorder, 28 Glenbrook Rd., Represents a group of Berlin mothers that want the town playgrounds to be upgraded. She explained photos comparing Berlin playgrounds to other towns such as Rocky Hill and New Britain's Stanley Quarter Park. Superintendent of Parks & Grounds, Steve Wood explained that materials have been ordered and they have not come in yet, i.e. a swing set. He noted the graffiti has been cleaned by a private contractor. That some of the benches were donated and that the playgrounds are part of the capital plan. There are designs created and ready but the Town Council ultimately approves. The process of funding of the improvements to the playgrounds and the town approval process was explained and ultimately the Commission supports the upgrades of the playgrounds. 2. Approval of Minutes November 10, 2022 Commissioner Butrimas moved to approve the November 10, 2022 meeting minutes Seconded by Commissioner Starr Those voting in favor: Chairwoman Donna Bovee, Commissioner Greg Starr, Commissioner Tony Butrimas, Commissioner Don. Delaquilla Vote being: 4-0 (MOTION CARRIED) 3. Consent Agenda item a a. Request acceptance of the 2023 and January 2024 meeting dates of the Parks and Recreation Commission as presented. Commissioner Delaquilla moved to approve consent agenda item a Seconded by Commissioner Starr Those voting in favor Chairwoman Donna Bovee, Commissioner Greg Starr, Commissioner Don Delaquilla, Commissioner Tony Butrimas Vote being: 4-0 (MOTION CARRIED) b. Request acceptance of highlighted changes in Field/Facility Use Policy in the following sections: 1. Section II, g, and h li. Section III Commissioner Delaquilla asked about field use and if Berlin residents wanted to utilize a field when it's empty and negotiate a lower fee. Director of Community, Recreation and Park Services Jen Ochoa explained that there is the fee schedule and they can determine it on a case-by-case basis for this year but can consider adding something to the fee schedule for next year. Superintendent of Parks & Grounds Steve Wood stated Zipadelli is used only for the high school tearer and it doesn't interfere with other groups. So this change will help transparency and minimize usage of the field by groups other than the High School varsity team. Commissioner Starr moved to accept consent agenda item b Seconded by Commissioner Butrimas Those voting in favor: Chairwoman Donna Bovee, Commissioner Greg Starr, Commissioner Don Delaquilla, Commissioner Tony Butrimas Vote being: 4-0 (MOTION CARRIED) 4. Parks and Recreation a. Monthly Report, Superintendent Dennis stated Santa's Parlor went well with 50 kids. Commissioner Starr commented that the Community Center's holiday decorations look nice. 5. Parks & Grounds a. Monthly Report, Superintendent of Parks & Grounds Steve Wood stated that Nancy 'Drain .did great work helping to decorate the town for the holidays. The drainage on the backside of Pistol Creek has been added and a catch basin has been added. He received complaints about the playgrounds, specifically Little People's Playground so they did a safety assessment. They cleaned up the playground, he cautioned that towns members were bringing old toys to the pi ayground and that could cause a hazard. Safety surfacing has been added to the Little People' Playground and most complaints revolved around the equipment showing their age. He stated that realistically it is taking a long time to get materials in and they have to plan when to close the playground's to make the upgrade. The Commission urged people to contact their State Representative's from Berlin about the playgrounds and potential grant funding. Chairwoman Bovee proposed a discussion about playgrounds that are located at schools and the access to the playgrounds during school hours. Superintendent of Parks & Grounds Steve Wood said that the Board of Education recommended closing them during school hours due to safety issues. b. Discussion on Fields, Playgrounds Tours, Commissioner Delaquilia wanted to note that Scalise Iooked great for the playoffs. Superintendent of Parks & Grounds Steve Wood noted Jen Ochoa Director of Community, Recreation and Park Services and Luke McCoy did a great job coordinating the field clean-up and maintenance. c. State of CT Grant Update, Jeri Ochoa Director of Community, Recreation and Park Services read an email update from Doug Solek, Facilities Director. The Scoreboard permit has been approved, currently they are sourcing steel, the delivery date of this will inform the installation schedule. The equipment is slated to ship mid-January. The Fiberoptics installation is complete, network connections to follow when the remaining components arrive. Chairwoman Bovee wanted to thank Andrew Legnani for his years serving on the Park and Recreation Commission. There are two vacancies on this Commissio now. She wanted to wish the Redcoat's Good Luck in their Championship game. She noted she will be attending the Town Council Meeting to talk about East Berlin Pool and Commissioner Butrimas wondered if the Town could host a hearing about the pool issue to see opinions on it from residents of East Berlin. 6. Adjournment Commissioner Delaquilia moved to adjourn at 6:54 P.M. Seconded by Commissioner Starr Those voting in favor .Chairwoman Bovee, Commissioner Starr, Commissioner Pulcini, Commissioner Butrimas, Commissioner Delaquilla Vote being: 5-0 (MOTION CARRIED) Submitted by, Tiffany Trowbridge -Bernard Town of Berlin Parks and Grounds 15 Town Farm Lane - Berlin CT Office .860-82$-7025 Fax 86.0-828-7124 E-mail swood@berlinct.gov Steven T wood Superintendent Parks and Grounds Parks and Grounds November Report News: o Decorate parks and town buildings with Christmas Lights o Added drainage and a catch basin to the backside Pistol Creek o Cleaned up and added safety sutfacing to Little Peoples Playground o Seeded and hayed Ledge Cemetery o Washed, cleaned and filled Percival Pool Dally o Leaf cleanup o BaIlfield maintenance o Mowing Weekl o Paintin_a athletic fields o Garbage Miscellaneous o Assisted Social Services in preparation of food distribution o Snow preparation o Serviced and put equipment away for the season o Brake down fields for the year o Cleaned up flower beds Town of Berlin Parks and Recreation Department 230 Kensington Road - BerIin, CT 06037 Office (860) 828-7056 • Fax (860) 828-1627 E-mail ddeiinis@berlinct.gov berlinct.gov Debra S Deitnis, CPRP Superintendent ofRecreadon Parks and Recreation monthly report for December 1. Winter class registration is going on now. 2. Numbers for December special events — Santa's Parlor 50 kids, down slightly from last year. Tinsel Run 92 people finished, 132 registered. Tinsel Run numbers were good considering the weather, we were very pleased with the turnout. We will judge the houses for the Holiday House Decorating contest the week of December 12. 3. Basketball teams started practicing after Thanksgiving and will have start games December 10. We are up to 189 total participants a few more than last year. f moved things around, all 3&4 graders will play at Willard and girls 5&6 will play at McGee. I hired' new staff. I have been working on practice schedules for. January/February. 4. Submitted budget for fiscal year 2023-24. Increasess based on minimum wage increase by the State and smaller increases due to cost of supplies increasing. A few accounts were slightly decreased based on updates to expenses. 5. Aromid the holidays, I will be contacting last year's summer staff to see who will be returning and at the end of the month I will begin advertising for open positions. Debbie From: Doug Solek <dsolek@berlinct-gov> Sent: Monday, December 5, 2022 12:35 PM To: Jennifer Ochoa <jochoa@berlinct-gov> Subject: RE; Update please. Hi, Some updates below: *SCOREBOARD As for schedule updates: - Permit has been approved - Currently sourcing steel — delivery date will inform installation schedule for the footing - Equipment is slated to ship mid-January *FIBER= -install complete, network connections to follow when remaining components arrive. Work to be coordinated with Contractor{s} & BOE/Town IT. Douglas S©lek Facilities Director Town Of Berlin #11 Town Farm Lane Berlin, CT 06037 860-828-7029 dsolek@berlinct.gov TOWN OF BERLIN, CONNECTICUT FIELD/FACILrrY USE POLICY This. fieldifacility use policy is for all organizations/groups/individuals wishing to use town fields and facilities. These fields and facilities are located in town parks, school property, or other land. All organizationslgroupslindividuals wishing to use town fields or facilities must fill out the attached Field/Facility Use Request Form, pay any applicable fees and supply proof of a valid insurance policy at the time of booking. No reservations will be made without this information. All 18 and over groups that book these fields and facilities through the Recreation Department must supply rosters for all teams at least 4 weeks prior to the start of use, in. addition to the roster, photocopies of licenses of every individual on the roster mustbe included to prove town residency. Apermitfor the field will not be granted until rosters with licenses attached are submitted. The Berlin Recreation Department reserves the right to determine whether or not the fields are available for games or practices. This includes weather conditions. If the requested field/facility is available and upon approval by the Berlin Recreation Department the facility permits will. be issued. SECTION I - PRIORPTY GROUP CLASSiRCATID]�I A. Priority use of fields will be allocated as follows: a.. Group i —Town of Berlin or Board of Education functionslevents (exempt from field rental fees) i. This includes all Department athletic programs and/or leagues and school interscholastic competitions, as well as Town of Berlin programs. Berlin Public Schools will have priority regarding the scheduling of home games, matches, meets and courts they have been issued over Group 2, 3, 4, 5 and b. b. Group Z — Berlin Youth Leagues (exempt from field rental fees) i. These leagues must belong to an affiliated state or national organization that is responsible for the administration of their sport (i.e. Little League, additional baseball leagues,.Youth Football, Youth and/or Travel Soccer, Lacrosse). All teams must have 75'x/0 or more participation of Berlin residents. c. Group 3 — Local Organizations/Groups i. These teams/leagues must have 75% or more participation of Berlin residents. d. Group 4 — Local, For -Profit Organizations/Groups i. This includes, but not limited to, for-profit clubs, groups, businesses, associations. These user groups must own primary business in town, or be comprised of 75% Berlin residents. e. Group 5 -- Non -Local, Non -Profit Organizations/Groups i, This includes all other non-profit organizations/groups not meeting residency requirements who are requesting fields for league play, tournaments, club teams, clinics and/or camps, with individual or team participation fees. These user groups must be in good standing with the Town. Group b -- Non -Local, For -Profit Organizations/Groups i. This includes, but not limited to, for-profit clubs, groups, businesses, associations. B. Verification of Residency a. Proof of residency will be required for I8 and over groups. All groups that book these fields and facilities through the Recreation Department must supply rosters for all teams at least 4 weeks prior to the start of use. Attached to the rosters must be photocopies of every player's driver's license or photo identification. They will be checked for current residency requirements as specified below. Pictures of licenses may also be emailed to Jennifer Ochoa at jochoa_@berlinct- complete with the team information within the email. SECTION Ir – PERMIT PROCESS A. Reservation/Rental Requirements a. Organized athletic activities on town and school property are permitted only on a reservation basis. Persons not having a permit for the use of parks, facilities or fields must give way to all times to a permit holder. Any group of 10 ormore persons must apply fora permit usage - b. All interested parties Wishing to reservelrent a field(s) must fill out the Field Reservation Request Form by the dates posted below for their corresponding seasons. i. Spring & Summer Sports Season: April I" -- June 301' and July I" – August 22nd Deadline for requests is march 1`t for both seasons ii. Fall Sports Season: August 15"' –first Monday in November Deadline for requests is July is' *All fields will close for the season the first Monday of November and will be unable to be rented past this date without approval from our office. *All lights at tennis courts and basketball courts will be turned on for the season on April 1`c and off for the season on the first Monday in November. All requests will be processed on a first come, first serve basis consistent with Priority Group Classifications. Requests received past these dates will be filled on an as available basis. c. The Department reserves the right to make adjustments in the permit process as needed to address recognized needs or resolve conflicts. d. Permits will not be granted until payment is received. e. Upon approval and assignment of fields, through the Priority Group Classifications and the Permit Process and receipt of payment, groupslorganizations will be sent permits with their allocated dates and locations. It may not be possible to grant all requests. f. All groups must adhere to the published guidelines of the Berlin Recreation Department, Berlin Board of Education, or Town of Berlin ordinances. g. Zipadelh Field is orily to be used byLocal (75% Berlin residents) Non -Profit Groups for baseball with exceptions approved by the Berlin Parks and Recreation Department. The field is not available for use during the Berlin High School baseball season by any other groups. This is approximatelyApril through middle. of June. h. Sage 1 Softball Field is only to be used by Local (75% Berlin residents) Non -Profit Groups for softball with exceptions approved by the Berlin Parks and Recreation Department The field is not available for use during the Berlin High school softball season by any other groups. This is approximately April through middle of June. B. Sport Season Priority a. Traditional sports.seasons have priority use over shoulder seasons. Shoulder seasons are defined as the date range prior to or immediately after the months that most traditional sports seasons begin and end. i. Spring Sports (baseball. softball, lacrosse) • Priority use is April I — June 30 • Shoulder season is defined as those days prior to April 1 that fields are open and July I — mid August. ii. Fall Sports (soccer, football) • Priority use is August I- November 1 • Shoulder season is defined as mid July through August 15. C. Rental Fees a. Please refer to the Town of Berlin website, under Finance Department for the updated fee schedule for the Town. b. A 10% Cancellation Fee will be charged on all permits processed and then cancelled. c. Fee Waiver Policy i. Applicants requesting a fee waiver for the use of athletic fields or courts must do so in writing to the Department of Community, Recreation and Parks. Requests will be submitted to the Parks and Recreation Commission for their input and approval. Upon the Parks and Recreation Commissionapproval, a request is then sent to the Town Council for final approval. The fee waiver process will take a minimum of six to eight weeks. d. Any semi -pro football team looking to reserve Scalise Field will be responsible for having a police officer (possibly more than 1 depending on size of event) present for entire reservation and are responsible for cost associated with that —C :)NS OUS The Town of Berlin in its sole and absolute discretion. reserves the right to decline rental of the parks, facilities or fields or to. cancel the rental of the parks; facilities or fields, with our without cause. Bounce Mouses and other inflatables are prohibited from being placed on any town property, including parks, fields and pavilion areas. Parks, facilities or fields can be reserved only in the narne of an adult who represents an approved organization and who agrees in writing to be responsible for organization's conduct on said property. Field users are responsible for any and all damage or excessive use, gear and tear to Town equipment and property. If additional maintenance is required (in excess of normal services/time), the applicant will be charged accordingly. All maintenance issues must be coordinated through the Superintendent of Parks and Grounds or his designee. The Department must be notified immediately if a reserved field(s) is no longer needed or if there is a change in the organization's playing schedule. •9 K • :: : • The Town of Berlin shall not be responsible for accidents, bodily injuries or loss/damage to property- of individuals/groups using public fields and facilities. The applicant, as a condition precedent to use of Tour facilities, expressly agrees to be responsible for all actions, conduct, activities, injuries and damages caused by his/her participants/guests/attendees. The Town reserves and does not waive its immunity to any claims bythe applicants or any third parties. All applicants requesting use of athletic fields shall provide the'rown with a certificate of insurance providing proof of the following coverage: • Public Liability and property damage insurance in an amount no less than $I,000,000 per occurrence and 2 million general aggregate. • The Town of Berlin must be named as Certificate Holder and additionally insured. Town of Berlin, 240 Kensington Road, Berlin, CI' 06037. • The coverage shall not be cancelled or reduced without a minimum of 30 day written notice to the Town of Berlin. The certificate must be submitted a minimum of lb days prior to the event to: The Parks and Recreation Department. SECTION IV— INCLEL= WEATHER POLICYAND PROCEDURE A. The Town reserves the right to cancel or suspend field use permits when field conditions could result in injury to players or cause damage to fields. Permits may also be cancelled when the Health and safety of participants is threatened due to impending conditions, including but not limited to, heavy rains, or high vNinds. B. During inclement weather, the Town's Public Grounds stag will assess the playability of all Town -owned fields to determine if use i,%ill occur. The Superintendent of Public Grounds or desib ated representative has the authority to close any/all fields within the Town. In the event of field closures, the organization's authorized representative will have the responsibility to communicate with all coaches and parents. C. In the event Department staff is not available to answer questions regarding field closures, it is the responsibility of each Field user/league to demonstrate good judgment in communicating with teams within their programs. Each user/league will be held responsible for any decision communicated. D. Groups witnessing misuse of fields by other scheduled or unscheduled users are advised to contact the Berlin Police Department at 860-828-7080. SECTION V — CONCESSIONS A. Any organization wishing to operate temporary concessions at park locations or other locations within the park system, must obtain prior approval from the Parks and Recreation Commission and the Town Council. Renter is required to contact the Central Connecticut Health District 860-785-8380 atleast a month in advance of rental and complete Health Department paperwork and pay applicable fees for approval of food to be sold. B. Any organization wishing to sell or allow a vendor to sell T-shirts, egUipment etc. must notih, and obtain permission from the Parks and Recreation Department, Parks and Recreation Commission and the Town: Council. A vendor permit is required and forms will be provided by the Parks and Recreation Department after approval. Vendor fees may apply unless waived by Town Council. A copy of the vendor permit must be provided to the Parks and Recreation Department. C. Any tournament organization wishing to sell other food items during its tournament, where concessions are available must obtain permission from the Town. D. If an organization that contracts with any outside company, that company must provide the Town with and insurance Certificate naming the Town as an additional insured. SECTION VI -- ADDITIONAL SUPERVISION The Toxvn may require a field user to provide security or police protection when deemed necessary. Additional park personnel will be assigned ifrequired by the Town. Any resulting expenses or costs as a result will be billed to the.field user. SECTION VII — VIOLATIONS Violations of this policy may, at the Department's discretion, result in the immediate loss of existing field allocations, the revocation of existing permits, the refusal of future allocation requests, charges for the cost of any modification or repairto a field or facility relates[ to the violation, and other actions as warranted. The Department will provide notice of the violation and the action it will be taking as a result of the violation. Town of Berlin ConununitT Recreation. & Parks Department 230 Kensington.R& Berlin Connecticut, 06037 $60-828-7009 www.berlinct.gov Adopted by Parks and Recrearion Commission on 1/11118- Updated 1111iR_Updated 04107122. Received on 12/13/2022 at 10:31:50 AM by Town Clerk Kathryn J Wall Debra S Dennis, CPRP Superhitei deitt of Recreation: Town of Berlin Parks and Recreation Department 230 Kensington Road • BerIin. CT 06037 Office (860) 828-7056 • Fax (860) 828-1627 E-mail ddennis@berlinct.gov berlinct.gov Parks and Recreation monthly report for January 1. Winter classes are running. Classes include dog obedience, dance, Painting w/Peggy, yoga, women's volleyball and classes through Personal Euphoria. We are registering for men's basketball and if we reach the minimum, we will run that program. 2. Contacted last year's aquatic staff and Summer Fun staff to see who is returning and will begin advertising for summer positions soon. Hopefully we get some qualified applicants to be Director and Assistant Director at the Summer Fun site at the Community Center so we can re -open that site. �. Will soon start to work on summer programs. Looking to offer most of the same programs again this year. 4. Waiting for letter from fish hatchery to book dates for fish deliveries in April. Looking at April 21 and 28 for deliveries with derbies on April 22 and 29. Debbie Town of Berlin Parks and Grounds 15 Town Farm Lane - Berlin CT Office 860-828-7025 Fax 860-8287124 E-mail swood@berlinct.gov Steven T. Wood Superintendent Parks and Grounds Parks and Grounds December report News: o Cleaned up branches and trees after storm o New soccer anal at Sage Aux o Plowed and salted after first snow fall o BIocked off new areas at Pistol Creek where vehicles were entering o Blazed new trail. on Reservoir Road o Aerate roll and seed front of Sage Daily o Ice check Weekly o Garbage o Wash and clean trucks Miscellaneous. o Fall cleanups o Took down tennis nets for the season o Cleaned up Citgo Park a Serviced equipment o Build and repair tables and benches o Organize shop and storage containers FIELD USER EMAIL Hello everyone and Happy New Year! I hope everyone had a wonderful holiday and stayed healthy! As we startthe New Year I wanted to get my annual email out regarding Spring and Summer field reservations. We have a lot of changes this year, so I ask that you please read this email carefully as well as all the attachments with it. The attachments you will find are: Field Reservation Request Form.— new, edited form so please review and use going forward Field/Facility Use Form —note the changes in policy which are also noted in this. email 2023 Fee Information -- note the changes which are also included in this email As always, Field Reservation Requests for the Spring and Summer are due to our office by March 1St. At this time we will begin processing requests and it will be first come first serve, based on following the priority order of the Field/Facility Use Policy. We know some groups do not know your game schedule by Ma rch 1St We ask that you give us as much accurate information as possible. Please DO NOT just request every single day on a field from sunup to sundown if you will not be using it every single day. This forces us to say no to other groups and then at times no one is utilizing the field. • Please use separate forms for Spring and Summer. • Please include a start date and end date. • Be sure to include start times and end times for every reservation. • You must note if it is a Game or Practice on your form. • Please be sure all contact information is included and also include a second contact in case you cannot be reached • ALL grass fields must be booked for a 2 hour minimum. Scalise Field must be booked for a minimum of 3 hours. Please note that it takes us.time to process and enter all the reservations. We cannot respond or guarantee any reservations until all forms are in and entered. We will reach out as soon as we know if your reservation is going to work out. If you are looking to run a camp in the Summer, please get your paperwork in as soon as possible. If you are charging a fee or selling something we will need to go through the Parks & Recreation Commission and Town Council for approval which can take up to 6 weeks, so please plan accordingly. we have had some fees changes and field usage changes since last year. Please note that all fee changes and policy changes are brought to, discussed and voted on by the Parks & Recreation Commission. Also, all fees, once voted on by the Parks & Recreation Commission are then voted on and approved by the Town Council and are set in place for the year. Fee changes from last year are: Scalise Field — local rates are now $35/hour ALL grass fields — Non-Local/Far Profit rates are now $75/hour Changes regarding usage of fields: Zipadelli Field and Sage 1 Softball Field are now not available to any groups during the Berlin High School Baseball and Softball Season. The high schools teams are the ONLY teams that will play on these fields during season which runs from April to mid-June. If you have any questions pertaining to fields please do not hesitate to reach out to myself, Steve or Alli. Please send all field reservation requests directly to Alli and CC me on them. You may begin sending in as soon as you have them completed, do not wait until March V if you are able to send it early. Thanks. Jen 202311UPORTANT INFORMATION Below is a compilation of important information regarding the fields for the calendar year 2023. Please note the changes in fees. Also, note reminders of policies and procedures and usage guidelines. Field Rental Fees — go into effect 2023 Spring season (changes higW&ted in � Rental Fees for all fields, except Scalise Field *For Spring season only, Biscoglio Field will fall under these rates Groa T e I Fee 2 hour minimum) Full Da 8 hrs. + Local $20/hour $120 1`Ion Local%For P oftti1 $75%kou $450, Rental Fees for Scalise Field and Biscoglio Field once construction is completed 2L=2 Type Fee C3 hour Minimum) Full Da (8 hrs. + I oeai� S35lhoui�I $210; Non-Local/For Profit $70/hour 1$420 Please remember, all grass fields MUST be reserved for at least 2 hours and Scalise (and Biscoglio once construction is completed) MUST be reserved for at least 3 hours.. Light Fees Light fees are all the same regardless of the field. Group Type Fee (2 hour minimum 3 hour ,minimum(&Scalise) Local $50/hour Non-Local/For Profit $65/hour A local group is defined as 75% Berlin residents and must be proven by verified residency. Fields Reservation Requests will continue to be honored based on the Priority Group Classification on the Field/Facility Use Policy (Section 1). The only groups that are exempt from Field. Reservation Fees, per the Field/ Facility Use Policy, are Groups I and 2. (See Section I, A, a & b.) • Town of Berlin/Board of Education Groups Functions/Events • BerIin Youth Football, Berlin Youth Soccer, Berlin Youth Lacrosse, Berlin Little League, American Legion Please note when filling out your Field Reservation Request Form, you include start dates and end dates as well as start time and end time. All Groups renting Scalise Field are required to pay all Supervisor/Grounds out of pocket costs. DEPOSITS All field deposits ($105 for Local, $120 for Non -Local) must be paid via cash or check. Field deposits for Scalise Field for Non -Local groups is $210. Scalise deposit for local groups is $105. REMEMBER: Permit will not be granted until: • All field requests are reviewed. • Field reservation fees are paid, in full. • Verification of residency is completed, per the Field/Facility Use Policy (Section I, B). • Certificate of Insurance is received. FIELD USAGE RENUNDERS • Zipadelli Field is only to be used by Local (75% Berlin residents) Non -Profit Groups for baseball with exceptions approved by the Berlin Parks and Recreation Departmentd not availal le for any • Sage 1 Softball Field is only to be used by Local (75% Berlin residents) Non -Profit Groups for softball with exceptions approved by the Berlin Parks and Recreation Department not avarla a orI f Town of Berlin Parks and Recreation Field Reservation Request 230 Kensington Rd. Berlin Connecticut, 06037 P., 860-828-7009 R 860-828-1627 www.beriiiict.gov alaroche@berlinct.gov Pagel of 2 1. FIII out Field request form, print legibly — Page 2, one form per field. To be used for all fields. 2. if Concessions/Vending Services are requested, a separate Event/Concession Rental Request form must be completed and applicable vendor and Health District application and fees must be paid to the appropriate Departments. 3. Spring & Summer Sports Season: April 11t—June 30' and July 1'—August 22nd • Deadline for requests is March 1-7t for both seasons Fall Sports Season: August 15t� —first Monday in November • Deadline for requests'is July lst • Fields will be closed on first Monday of November and.. will be unable_ to be rented past this date without approval from our office. All requests will be processed on a first come first serve basis consistent with priority group classifications as described in the Field/Facility Use Policy. Requests can be emailed in to Allison Laroche at alaroche@berlinct.gov.. 4. Confirmation of requests via a field permit will be returned to. the attention of the contact person provided on this form. No request will be finali2ed until request form is complete, roster provided with copies of licenses, payment is received and applicant is in receipt of a permit. Please note, payment MUST be received before a permit is granted and. fields can be used. S. Permit holders are responsible forreviewing the Field/Facility Use Policy, and the Confirmation Reservation Receipt, carefully. Some requested dates may not be available. 6. All changes, postponements and cancellations must be arranged and confirmed in writing or through email only to Allison Laroche at alaroche@berlinct.gov 7. Parks and Grounds Requirements: a. You must specify on your application if you are using the field for a game or practice. This is important for our Parks and Grounds staff to know in regards to preparing the fields. In times of inclement weather, we cannot guarantee that the Parks and Grounds staff will be able to prepare the field before your reservation. All fields are mowed on a weekly basis and may not correspond with the day of your rental. If you require a field to be lined/groomed on a weekend, you will need to pay the cost of a ground's worker at $60/hour for a minimum of 3 hours. b. All field requests for the upcoming week should be emailed to the Superintendent of Parks and Grounds no later than the Sunday for the upcoming week. The failure to provide this information could result in the field not being maintained for your game/practice. c. In case of cancellation of use of the fields, the user must notify the Superintendent of Parks and Grounds 24 hours in advance to avoid unnecessary work being done by the department. d- In case of any form of field/building emergency such as irrigation left on, no power, etc. please contact Berlin Police Department at 860-828-7080 so they can get in touch with the Superintendent of Grounds or Superintendent of Facilities.. 8. Important Specialty Fie.ld information: • Zipadeili Field is now a Local Non -Profit Baseball field only (see Field/Facility Use Policy for definition of Local) and is not available for any rentals for any groups during the Berlin High School baseball season, which runs from April through mid-June. • Sage Park Softball 1 Field is now a Local fon-Profit Softball Field only (see Fleld/Facility Use Policy for definition of Local) and is not available for any rentals for any groups during the Berlin High School softball season, which runs from April through mid-June. • Rental of Scalise Field also requires a Parks and Grounds employee for length of rental and user is responsible for payment of that employee. (Non-local/For Profit groups/Larger events) Name of Organization: Address: City: Field Reservation Request Page 2 of 2 ORGANIZATION APPLICATION INFORMATION State: Zip Code: First Contact Person (Main contact) Information: (referred to as renter) Name: Title: Phone # (hm) (wk) (cell) (emergency) Email address: Second Contact Person (as back up for emergencies) Information: Name: Title: Phone €i (hm) (wk) (cell] (emergency) Email address: Organization: Sport: Park: Facility: Field: Date(s) of activity: (specify if practice or game, starting and ending time include set up and clean up): Example: 4/1/23(Practice) 5- 7 p.m. 4/35/23 (Game)1-2. p.m. Event Title (tournament etc.) Please fill out an Event Form If submitting for multiple dates or months, please attach a separate sheet and include the following: Specific dates you are requesting the use of the facility, start and end times, if use is for games or practice, and which nights you are requesting to use lights (if any). lncomplete Information will delay confirmation of Your request. Field rental fees, light use fees, and/or deposit fee information, are available upon request. All groups will be charged a deposit fee ($105 Local Groups, $120 Non -Local Groups) when booking. All deposits must be paid by cash or check. Once booked, prior to use of the field, payment will be due. A permit will not be granted until payment is received for use of the field, as well as all other necessary paperwork. Key agreement farm (Schools and Youth Leagues) must be signed when receiving keys. Keys given out must be returned within one month of the end of your reservation or your deposit will be forfeited. ! have read and understand the Field/Facility Use Policy, and agree to abide by the rules and regulations contained in that document and all subsequent directives provided to me by the Parks. & Recreation office. Print Name: Signature: Date: