August 22, 2007 - Special
The Killingworth Board of Selectmen held a special meeting on Wednesday, August 22, 2007, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut. In attendance were First Selectman Martin Klein, Selectman Fred Dudek and Selectman Edward Sipples.
First Selectman Klein noted the purpose of this special meeting was to discuss the Wettish property development project. Various members of the Killingworth Park & Recreation Commission and the subcommittee for this project were also present.
Dan Colonia, Chair of Killingworth Park & Recreation Commission, noted they have been working on getting costs to develop 5 multi purpose fields on the northwest corner of the Wettish property. He noted the Commission selected Weston & Sampson to provide those costs. Each full size multi-purpose field would cost between $225,000 to $250,000. Reduced size multi-purpose fields with irrigation would be $150,000 to $200,000. Infrastructure including parking and drainage would be $135,000 to $245,000. A total project would cost over $1 million. The Town has a STEAP Grant for $500,000. Mr. Colonia reiterated these are typical construction costs and may not necessarily be the cost to Killingworth. He pointed out that the reduced size field (which is half the size of the full field) would cost $200,000 and if you put two of those together, the cost would be $400,000, whereas a full size field only cost $250,000.
Selectman Dudek asked Chairman Colonia to put that into perspective relative to field size. Chairman Colonia noted the full size soccer field typically would be 110 to 120 yards long by 75 yards wide. The smaller field typically is 75 yards long by 50 to 55 yards wide.
Selectman Sipples asked if two of the fields were scheduled to be full size and three fields would be reduced size. Chairman Colonia replied yes.
Chairman Colonia noted Weston & Sampson also provide a scope of work. He reviewed Task 1 (engineering) which includes data collection, soil sampling, base plan development, Land Use Plan and Phase 1 Construction Cost Estimate. He also noted testing must be done to see if there are any contaminants. Chairman Colonia noted the master plan would be very general in detail. The construction cost estimate would be the final engineering task. This last phase is important as there may be the need to request additional funds over the $500,000 STEAP grant.
Chairman Colonia noted originally the design task was going to cost $11,000, however, that figure has been reduced to $8,000. He pointed out the $11,000 would include a more detailed master plan (probably 200 parking spaces) and a traffic study. Mr. Colonia indicated Planning & Zoning would require the traffic study if there are over 200 parking spaces. The question is 'do we want a simple master plan for $8,000' or a 'much more detailed master plan for $11,000'?
Chairman Colonia noted the Commission would like to start with Task 1 and are requesting the funds to do.
First Selectman Klein asked why Weston & Sampson were chosen over the other firm. Chris Kelly noted a Qualifed Based analysis was used which is acceptable by the State. Mr. Kelly explained the process for QBS. The submissions were short listed and the final four firms were interviewed and scored on their qualifications. The subcommittee prepared the criteria for qualifications. References were checked. First Selectman Klein asked if these firms only do recreational field design. Perhaps our own Town Engineering firm can do something. It was felt Weston & Sampson had more specific experience in the way they answered questions. The other firms gave more generic answers.
There was discussion on what would be involved with the soil testing. First Selectman Klein had a concern there would be a duplication of efforts as some testing has already been done.
Eric Auer pointed out the Task 1 costs were negotiated to a Lump Sum Fee rather than being left openended as sometimes happens.
Selectman Sipples asked if the Commission was comfortable that Weston & Sampson would be attending the appropriate meetings and representation would be sufficient. Chairman Colonia replied yes, Weston & Sampson are the experts and will be at those meetings.
There was discussion as to whether the $8,000 would come out of the STEAP grant or should the Town do a special appropriation for the $8,000. A town meeting would not be necessary as the amount is under $10,000.
Motion by Sipples, second by Dudek, to authorize First Selectman Klein to go to Board of Finance and request $8,000 to complete Task One for the Wettish Property for multi-purpose fields as designated in the document from Weston & Sampson entitled "Wettish Property Multipurpose Athletic Fields Weston & Sampson Scope of Work". Voting in favor - Sipples, Dudek, Klein. Opposed - none. Motion Carried.
It was noted if the Board of Finance approves the $8,000, a contract will have to be signed between the Town and Weston & Sampson and it should be reviewed by the Town Attorney.
Motion by Sipples, second by Dudek, to adjourn. Voting in favor - Sipples, Dudek, Klein. Opposed - none. Motion Carried.
First Selectman Klein noted the purpose of this special meeting was to discuss the Wettish property development project. Various members of the Killingworth Park & Recreation Commission and the subcommittee for this project were also present.
Dan Colonia, Chair of Killingworth Park & Recreation Commission, noted they have been working on getting costs to develop 5 multi purpose fields on the northwest corner of the Wettish property. He noted the Commission selected Weston & Sampson to provide those costs. Each full size multi-purpose field would cost between $225,000 to $250,000. Reduced size multi-purpose fields with irrigation would be $150,000 to $200,000. Infrastructure including parking and drainage would be $135,000 to $245,000. A total project would cost over $1 million. The Town has a STEAP Grant for $500,000. Mr. Colonia reiterated these are typical construction costs and may not necessarily be the cost to Killingworth. He pointed out that the reduced size field (which is half the size of the full field) would cost $200,000 and if you put two of those together, the cost would be $400,000, whereas a full size field only cost $250,000.
Selectman Dudek asked Chairman Colonia to put that into perspective relative to field size. Chairman Colonia noted the full size soccer field typically would be 110 to 120 yards long by 75 yards wide. The smaller field typically is 75 yards long by 50 to 55 yards wide.
Selectman Sipples asked if two of the fields were scheduled to be full size and three fields would be reduced size. Chairman Colonia replied yes.
Chairman Colonia noted Weston & Sampson also provide a scope of work. He reviewed Task 1 (engineering) which includes data collection, soil sampling, base plan development, Land Use Plan and Phase 1 Construction Cost Estimate. He also noted testing must be done to see if there are any contaminants. Chairman Colonia noted the master plan would be very general in detail. The construction cost estimate would be the final engineering task. This last phase is important as there may be the need to request additional funds over the $500,000 STEAP grant.
Chairman Colonia noted originally the design task was going to cost $11,000, however, that figure has been reduced to $8,000. He pointed out the $11,000 would include a more detailed master plan (probably 200 parking spaces) and a traffic study. Mr. Colonia indicated Planning & Zoning would require the traffic study if there are over 200 parking spaces. The question is 'do we want a simple master plan for $8,000' or a 'much more detailed master plan for $11,000'?
Chairman Colonia noted the Commission would like to start with Task 1 and are requesting the funds to do.
First Selectman Klein asked why Weston & Sampson were chosen over the other firm. Chris Kelly noted a Qualifed Based analysis was used which is acceptable by the State. Mr. Kelly explained the process for QBS. The submissions were short listed and the final four firms were interviewed and scored on their qualifications. The subcommittee prepared the criteria for qualifications. References were checked. First Selectman Klein asked if these firms only do recreational field design. Perhaps our own Town Engineering firm can do something. It was felt Weston & Sampson had more specific experience in the way they answered questions. The other firms gave more generic answers.
There was discussion on what would be involved with the soil testing. First Selectman Klein had a concern there would be a duplication of efforts as some testing has already been done.
Eric Auer pointed out the Task 1 costs were negotiated to a Lump Sum Fee rather than being left openended as sometimes happens.
Selectman Sipples asked if the Commission was comfortable that Weston & Sampson would be attending the appropriate meetings and representation would be sufficient. Chairman Colonia replied yes, Weston & Sampson are the experts and will be at those meetings.
There was discussion as to whether the $8,000 would come out of the STEAP grant or should the Town do a special appropriation for the $8,000. A town meeting would not be necessary as the amount is under $10,000.
Motion by Sipples, second by Dudek, to authorize First Selectman Klein to go to Board of Finance and request $8,000 to complete Task One for the Wettish Property for multi-purpose fields as designated in the document from Weston & Sampson entitled "Wettish Property Multipurpose Athletic Fields Weston & Sampson Scope of Work". Voting in favor - Sipples, Dudek, Klein. Opposed - none. Motion Carried.
It was noted if the Board of Finance approves the $8,000, a contract will have to be signed between the Town and Weston & Sampson and it should be reviewed by the Town Attorney.
Motion by Sipples, second by Dudek, to adjourn. Voting in favor - Sipples, Dudek, Klein. Opposed - none. Motion Carried.
<< Home