Board of Selectmen Regular Budget Meeting Materials (linked)

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PLANNING AND ZONING
COMMISSION
FISCAL YEAR 2022 BUDGE
Town of Waterford
waterfordct.org/planning-zoning-commission
—

Planning & Zoning Commission
Fiscal Year 2022
Town of Waterford
BUDGET FUNCTION
The Waterford Planning and Zoning Commission budget includes
CO NTE NTS the cost of Commission services, such as application reviews,
e
long-range planning, and managing Waterford’s zoning
FUNCTION ewvanawenss 2 regulations. The Commission provides staff for all land use and
e FY21BUDGET economic development services in Waterford. The Planning staff
SUMMARY ........... 3 provide expertise and assistance to the Board of Selectmen,
e BUDGET RTM, and other agencies in Waterford and beyond concerning
EXPLANTIONS BY
CATEGORY ........ A land use and economic development opportunities in Town.
e HISTORY OF
EXPENDITURES . 8 This budget also includes funds for professional services and
e SALARY technical support that address town-wide needs. Maintenance of
WORKSHEET... 9 parcel data and Waterford’s Geographic Information Systems
e FRINGE BENEFITS (GIS), grant writing, and project management services are all
WORKSHEET....10
funded in this budget.
TOTAL FEES COLLECTED
“Ey 2021 YTD 2/9/2000
rae
}
MEMBERS
Joseph Bunkley,
Chair
Timothy Bleasdale
John Bashaw
Gregory Massad
Joseph DiBuono
ALTERNATES
Karen Barnett
FEES INCLUDE ZONING COMPLIANCE PERMITS, LAND USE
APPLICATIONS AND MISCELLANEOUS. FEES.

Planning & Zoning Commission
Fiscal Year 2022
Town of Waterford
FISCAL YEAR 2022 BUDGET SUMMARY
i fae Number Description Amount Requested
Personnel Costs
10110-51110 Administration 108,835
10110-51120 Inspection 272,386
10110-51210 Clerical 149,889
10110-51810 Overtime 5,139
10110-51910 Fringe Benefits 7,705
10110-51920 F.LC.A. 
41,613
Personnel Subiotal $ 585,567
10110-52010 Advertising 4,000
10110-52020 Postage 450
10110-52030 Professional Fees 20,000
10110-52040 Service Contracts and Repairs 16,741
10110-52050 Dues, Conferences and Education Zhe |
10110-52060 Printing 450
10110-52070 Reimbursable Expenses 200
Services Subtotal $ 44,562
Materials and
Supplies
10110-53010 Office Supplies
10110-53090 Fuels and Lubricants 595
Supplies Subtotal $ 3,345
Office Equipment
10110-54060 Office Furniture and Equipment 2,240
Office Equipment
Subtotal
DEPARTMENT TOTAL
$ 1,440
$ 634,914

Planning & Zoning Commission 4
Fiscal Year 2022
Town of Waterford
BUDGET EXPLANATIONS BY CATAGORY
Advertising Line 10110-52010
$4,000 Requested
Zs Dau Legal advertisements are required for announcing public hearings
Biceemeeeo, Nell Drive and decisions. The Department maintains a New London Day
New London, CT 06320
oie subscription to verify the accuracy of all required legal ads. The
_Clasiied Advertsing root Department pays for all advertising associated with applications.
Applicants reimburse the Town for the cost of public hearing notices.
Reimbursements generally offset 25% of total advertising expenditures each year.
The Commission also places and pays for required advertisements for projects it sponsors. The
Commission publishes legal notices for commission-sponsored public hearings and provides notice for
public meetings. In FY21, the Commission will continue working on adoption of updated sections of the
Zoning Regulations. Updates will require paying for legal advertisements. Advertisements average
$200.00 each.
Postage Line 10110-52020
$450 Requested
Postage is used for normal communications with applicants and the public, and for required
certified/return receipt postage for decision letters and abatement orders. Postage funding is also
required to support neighborhood mailings to alert people about specific planning initiatives that may
affect them.
Professional Fees Line 10110-52030
$20,000 Requested
Professional services are sought for projects that require specific expertise and technical
capacity that exceed the typical job duties of the planning staff. The department provides the
vast majority of planning services in-house. Certain projects require professional support.
Examples include conducting property surveys, traffic impact analysis, market analysis,
reviews of engineering design by professional engineers, software development and advanced
GIS services. This line would also be used to hire consultants as needed to conduct reviews of
development applications and matters before the Commission that are not paid for by applicants. The
Department would reserve up to $5,000 annually from this line to hire planning interns to complete
specific projects in partnership with Town staff.
In addition to planning-related professional services, funds to support zoning enforcement are also
needed. The Department is increasing efforts to address long-term zoning violations. The Zoning
Enforcement Officer manages and resolves most violations. Some cases, most often involving
significant accumulation of junk, unregistered vehicles, and other items, require additional support. The
Town Attorney assists when cases cannot be resolved at the Department level and court action may be
necessary. In some cases, the Town may gain the ability to perform cleanup on a property. One path to
cleanup involves the Town hiring a contractor to remove debris and placing a lien on the property to
recoup those funds in the future. To do this, funds need to be available to hire contractors. The cost to
remove material will vary with each case. Recent costs for contractor services have ranged from $1,000
to $5,000.

Planning & Zoning Commission
Fiscal Year 2022
Town of Waterford
Service Contracts and Repairs Line 10110-52040
$16,741 Requested
Printer and Copier Contracts- $4,917
The Department uses a large format plotter on a daily basis. This machine can scan, copy, and print
large plans and is also used by the Assessor and Town Clerk. The plotter is subject to a $3,500 annual
lease. The Department also leases a black and white copier which is used for the majority of printing.
The Ricoh yearly lease is $1,060, plus $.00714 per copy. The Department budgets for 50,000 copies
per year, which equates to $357 in copies. The total cost of this service is $1,417.
Annual GIS Parcel Mapping and Web Hosting Services - $8,500
Waterford undertook a competitive bid process in 2017 to select a GIS service provider. Tighe&Bond
was awarded a contract in 2018 to serve as an on-call provider and to complete annual parcel updates
and web hosting for a public GIS interface. Parcel updates form the basis for the Assessor’s data and
for all permitting activity in the Town. The public GIS site is a significant upgrade from the Town’s
previous platform. The site provides users with information ranging from zoning to floodplain data and
is an important tool for people reviewing properties for potential development.
Cellular Phone Plans - $1,980
Cellular phones were purchased for the Director and field staff in FY17. Each phone requires a wireless
plan to cover phone, text and data fees. The plans are $55 per month. Each phone will cost $660 per
year to operate. The total cost of cellular plans is $1,980.
Software Licenses - $1,344
The Department maintains a Survey Monkey membership. This service provides the ability to develop
simple or complex surveys to support a variety of functions. Projects in FY22 that will benefit from having
access to Survey Monkey include the Plan of Preservation, Conservation, and Development, the
Affordable Housing Plan, small business outreach, and department performance surveys. The cost is
$384 per year and provides flexibility in survey design.
The Department began using Adobe Pro software in 2020, in response to the need to generate more
complex PDF documents and share information during the COVID-19 Pandemic. The software has
proven to be a critical element in efficient production of digital material. The cost per business license
is $192 per year. 5 licenses total $960 per year.

Planning & Zoning Commission ee
Fiscal Year 2022
Town of Waterford
Dues, Conferences and Education Line 10110-52050
$2,721 Requested
Department staff are committed to maintaining professional certifications and keeping current with
information and issues in the field of planning. Involvement with regional and national organizations,
attending conferences and seeking opportunities to improve the technical skills of all department
members supports high quality work product that benefits Waterford residents and business owners.
Whenever possible, staff seeks out free educational opportunities. There are some instances where
valuable educational opportunities are not free. Enabling staff to participate in these events generates
positive returns for the town by exposing staff to new technical information, legal updates in the field
and information about grants that may benefit Waterford.
The Department maintains membership in the American Planning Association for two staff members.
APA membership is tiered based on salary. Currently the Planning Director and Planner maintain APA
membership. American Planning Association staff members are also required to maintain membership
in their State Chapters. The CT Chapter of the American Planning Association charges 35% of the
national dues for membership. The total cost for membership dues is $1,021.
The Planning Director is required to maintain AICP (American Institute of Certified Planners) status as
a condition of employment. Maintaining the AICP designation requires APA membership (listed above),
State chapter membership (listed above), and AICP Dues. AICP Dues are $175.00.
Conference attendance and continuing education are a critical aspect of professional development.
Participating in conferences allows staff to meet continuing education requirements for professional
certifications and to stay current on legal issues, emerging trends and technical skills related to their
jobs. The following conference fees are included in this budget.
Southern New England Chapter of the American Planning Association (SNEAPA) Annual Conference -
$275
The SNEAPA annual conference provides planning staff with educational and networking
opportunities in the immediate region. Attending conferences with peers from Connecticut and
Southern New England towns helps staff learn about local projects and funding opportunities that
benefit Waterford. Legislative updates and legal developments of the past year are presented at
this conference, which helps staff stay current on important planning and zoning issues.
Connecticut Association of Zoning Enforcement Officials (CAZEO) - $510
CAZEO is the professional organization for the Zoning Official. CT Zoning Enforcement Official
Certification is required in Waterford’s job description for the Zoning Official. CAZEO membership
costs $50 per year. Maintenance of CTZEO status requires attendance at 7 annual meetings which
cost $30.00 each. The Department hired a new Zoning Official in 2020 who will be required to apply
for CAZEO certification. The application cost is $250.
Association of State Floodplain Managers (ASFPM)/Connecticut Association of Floodplain Managers
(CAFM) - $240
The Zoning Official acts as Waterford’s Floodplain Administrator. The Floodplain Administrator is
responsible for ensuring the Town’s compliance with the requirements of the National Flood
Insurance Program (NFIP). Compliance with the NFIP enables Waterford property owners to
purchase flood insurance. Annual membership in the ASFPM is $140. Annual membership in the
CAFM is $50.00. Annual CAFM conference registration is $50.

Planning & Zoning Commission
Fiscal Year 2022
Town of Waterford
One-day training seminars - $500
Throughout the course of the year, various training seminars are conducted by State, Federal and
educational institutions. These training opportunities afford staff the opportunity to improve
technical skills, learn about upcoming policies and laws and learn about grant opportunities and
best practices from other communities and organizations that can benefit Waterford. Trainings may
be conducted as webinars or on-site. The trainings are typically one-time events, therefore it is
difficult to anticipate exact costs. Typically, these events range from $30.00 to $150.00 per
attendee. The $500 requested also includes a $200 annual charge for an online planning education
website. This service provides on-demand training for a wide variety of planning topics and is
available to the entire department.
Printing Line 10110-52060
$450 Requested
Funds are expended for printing oversized documents, reprinting of plans and studies, aerial
photographs, posters and zoning maps. Color copies produced by the Town’s printing service cost the
Department $.07/per copy. The Planning Department will continue to expand its efforts to engage the
community in various planning projects. Part of the cost of public engagement includes printing flyers,
maps, letters and postcards to send to residents and business owners.
Reimbursable Expenses Line 10110-52070
$200 Requested
This line covers reimbursements to commissioners and staff members for out-of-pocket expenses.
Examples of expenses include parking fees at job-related meeting, mileage for travel to work-related
events when a town vehicle is not available and materials for public outreach programs.
Office Supplies Line 10110-53010
$2,750 Requested
The Department routinely purchases office supplies that are not included in the supply purchasing
program managed in the Finance Department. Items the Department purchases from this line include
recordable DVDs, thumb drives, display boards, and commissioner name plaques. Cleaning supplies
and personal protective equipment are also funded from this line. The Department estimates that
$350.00 will be needed for the supplies listed above in FY22.
The Department maintains a desktop color printer for daily work. Until FY18 the cost of color ink
cartridges was paid through the purchasing program in Finance. Color printing is required to produce
documentation for violations, evidence for court proceedings and to print project-related maps and
images for customers. The Department uses the Town printing services for bulk printing of flyers,
postcards or other large jobs, but daily color printing is still necessary. Whenever possible, staff prints
in black and white to avoid unnecessary use of the color printer. The estimated cost for color ink
cartridges is $1,200. Plotter paper and toner for the large format copier is anticipated to cost $1,200 in
FY22.
Fuels and Lubricants Line 10110-53090
$595 Requested
The Planning and Zoning Commission pays the fuel for two vehicles shared by staff including the
Planning Director, Environmental Planner, Planner and Zoning Official. This budget also pays for fuel
for a vehicle assigned to the Tax Assessor which is operated on a daily basis for field work. The
Department estimates using approximately 340 Gallons at $1.35 per gallon. $595 is requested.

Planning & Zoning Commission
Fiscal Year 2022
Town of Waterford
transition to a digital platform.
Office Equipment Line10110-54060
$1,440 Requested
The Planning Department is transitioning to digital applications to reduce the amount of paper used in
the development process and to respond to the need to access digital material and virtual meetings
more frequently. Three webcams are requested, at a cost of $80 each, totaling $240. One large TV
monitor and a laptop are requested to enable the department to better host virtual meetings, review
projects with applicants, and collaborate on department projects.. A large (55 inch) monitor, cords, and
mounting equipment is expected to cost $600. $600 is requested $600 is requested to replace two old
desk chairs that do not provide adequate support throughout the work day. A laptop in anticipated to
cost $800 will also be requested through the IT budget to support the Planning & Zoning Commission
HISTORY OF EXPENDITURES AND
PROPOSED BUDGET
sotto ACTUAL BUDGET EXPENDITURES (1278720) PROPOSED
2016/2017 | 2017/2018 | 2018/2019 | 2019/2020 | 2020/2021 | 2021/2022
51110 | ADMINISTRATION 97,273 99,080 | 101,557 | 104,897 | 58,855 108,835
51120 INSPECTION 252,459 | 257,053 | 269,213 | 232647 | 156,518 272,386
51210 | CLERICALITECHNICAL | 144,906 | 147,892 | 139,624 | 136,367 | 80,017 149,889
51810 OVERTIME 1,908 2,412 2,204 1,819 3,821 5,139
51910 | FRINGE BENEFITS 5,692 1,580 3,338 4,119 474 7,705
51920 FCA. 36,941 37,420 37,121 34,559 24,208 41,613
52010 ADVERTISING 2,822 3,055 2,255 3,835 3,255 4,000
52020 POSTAGE 711 304 460 504 215 450
52030 | PROFESSIONALFEES | 23,670 12,245 20,225 8,373 10,000 20,000
SERVICE
52040 CONTRACTS& 19,260 14,011 15,295 16,783 2,115 16,741
REPAIRS
DUES,
52050 | CONFERENCES & 4,622 3,212 1,905 2,677 2,811 2,721
EDUCATION
52060 PRINTING 303 122 20 29 412 450
soo7g| a eegeea 0 0 0 0 200 200
53010 | OFFICE SUPPLIES 345 1,601 1,421 2,698 1,566 2,750
53090 | FUELS &LUBRICANTS | _607 597 519 480 647 595
See | Ee 390 23 476 741 514 1,440
TOTAL 591,908 580,608 | 595,632 | 550,528 | 345,619 | 634,914

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Planning & Zoning Commission
Fiscal Year 2022
Town of Waterford
FRINGE BENFIT WORKSHEET
TOWN OF WATERFORD
FRINGE BENEFIT WORKSHEET
2020-2021 FISCAL YEAR
LINE 51910 LINE $1920
PAYROLL
CLOTHING TOTAL FRINGE TAKES
0.00 0.00
PLANNER 73.00 3,740.00 3,813.00 291.85
ENVIRONMENTAL PLANNER 73.00 5,740.00 5,813.00 291.85
ZONING OFFICLAL 73.00 73.00 5.74
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