Wettish Property Development Sub-Committee November 24, 2008
Special Meeting of Killingworth Park and Recreation Commission and
Wettish Property Development Sub-Committee November 24, 2008
1. Call to order
Special Meeting of the Killingworth Park and Recreation Commission and the Wettish Property Development Advisory Sub-Committee was held Monday, November 24, 2008 at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Susan Otto
Susan Dean
Chris Kelly
Absent: John Machold
Bill Silas
Scott Thomas
Chairman Dan Colonia called the meeting to order at 7:30 PM.
2. Visitors: Eric Auer
Hilary Kumnick
Richard Otto
John Figurelli, Weston & Sampson
3. Well
Eric Auer and John Figurelli stated they met with Savinelli Well Drilling, the low bidder, on the property. They explained that Savinelli foresees a problem with getting the drilling equipment onto the property and stuck in the mud, therefore excavating equipment will be needed to drag the drilling equipment approximately 600 feet back along the driveway to the corner of the tree line. This location is close to the wall and will require minimal clearing. Since the Town does not own machinery strong enough, they spoke to Don Venuti who quoted $500.00 for the machine and $200.00 for labor stating he would leave the machine on the property in the event the drilling equipment encountered a problem coming off the property. Chris Kelly questioned whether the quote was in writing or verbal, and whether insurance documentation was supplied to satisfy town requirements. Eric noted that the quote was verbal and that all town requirements would be met.
Chris questioned Weston & Sampson’s involvement in the process and whether the cost was approved at the last meeting. Discussion followed. Dan Colonia explained that the minutes of the last meeting were not yet approved and since that was not included on this meeting’s agenda, it could not be discussed at this meeting. Chris questioned the water requirements from the well and the well’s diameter. John Figurelli stated that he has received numbers and breakdowns and will forward them to Bill Silas, and he went on to explain that the well’s long-term yield would not be impacted by the difference between a 6” or 8” hole. Chris re-iterated that the water requirements from the well have not yet been specified, and John Figurelli explained that the number and location of the fields to irrigate has to be determined. He further explained that the deeper the well the more reserve capacity of the well, not the more yield. Therefore, if more water is needed, another well should be drilled. The $8,500 quote is for a 300’ well. Chris questioned how further drilling would be paid for and if there is a well contingency. Dan stated that the Board of Selectmen has approved up to $10,000 for the well. Discussion followed regarding drilling deeper than 300’ and the possible need to drill additional wells.
*A motion was made by Susan Dean and seconded by Susan Otto to designate Eric Auer as coordinator of the well drilling at the Wettish property with Weston & Sampson having the contract and authority to drill. Motion passed unanimously.
*A motion was made by Susan Otto and seconded by Susan Dean to allow up to $1500.00 to be used, if necessary, for drilling of additional well depth. Motion passed unanimously.
*A motion was made by Susan Dean and seconded by Susan Otto to approve $800.00 for excavation work by Don Venuti, with insurance documentation provided to the Town prior to work. Motion passed unanimously.
Chris questioned if Glen Johnson’s offer to certify the driller’s findings is still being considered. Discussion followed regarding Weston & Sampson coordinating with the driller and Eric Auer as coordinator. Chris again questioned who would verify the results with the authority to drill deep lying with Weston & Sampson. Hilary Kumnick questioned permits required. Discussion followed.
4. Bidding and Process
Dan stated the current Weston & Sampson contract still contains approximately $4,500 item open to provide technical specifications. Discussion followed regarding Glen Johnson’s offer to prepare the front-end documents rather than Weston & Sampson. Dick Otto re-iterated that the town does not have standard front-end documents.
Dan asked the commission to determine a target date to put the project out to bid and discussion followed. John Figurelli noted that Weston & Sampson will have the technical specs completed by the first week in December. They then should be reviewed by the town attorney. Discussion followed regarding the various town offices that have had involvement with front-end documents of other town projects. Dick Otto suggested specifying whether going out to bid with one contract or breaking project into smaller contracts. Discussion followed and Dan stated one contract would be put out.
Chris suggested having Weston & Sampson prepare the front-end documents for $4,500 to save time and coordination efforts, and then have Glen Johnson review them. Dick agreed that this would save valuable time, be more concise and ensure the front-end documents and technical specs were aligned. Then Glen Johnson could review, proof and approve the documents. Hilary Kumnick added he is concerned with the liability of preparing front-end documents. Discussion followed regarding front-end documents, attorney involvement and review and contractor bidding. John Figurelli stated that with sufficient staffing, it would take about 2 weeks to prepare the front-end documents. Dick Otto questioned what Weston & Sampson would do if pre-existing front-end documents were discovered in the town offices, and John Figurelli stated they would back off preparing new ones and use the pre-existing documents. Discussion followed regarding amending the Weston & Sampson contract to take responsibility for preparation and not just “assisting” the town. John Figurelli added that the commission must determine who will hand out the bidding documents, set the charge for the bidding package, and determine if it is refundable or non-refundable. Weston & Sampson will prepare 10 packages, but base on prior town projects more may be needed. Dan will get Weston & Sampson copies of the STEAP Grant documents and Chris cautioned to be sure they have Marty Klein’s signature.
*A motion was made by Chris Kelly and seconded by Susan Otto extend Weston & Sampson’s contract to include the preparation of front end documents, general conditions and bidding documents for an additional $4,500.00, to be incorporated into the full bidding specifications and construction documents. Motion passed unanimously.
Discussion followed regarding setting target dates for bidding the project including document preparation, review by Glen Johnson and the town’s attorney, review by the commission, submission to the State and the bidding period. Discussion also followed regarding whether the money is already allocated in the budget, whether a Town Meeting will be necessary. John Figurelli questioned how to best bid the irrigation: performance-based design versus specific system based on yield, include in project or bid as add/alternate. Other add/alternates discussed include stone walls, landscape trees, tree clearing and parking/driveway. The commission discussed concern that the more divided the project becomes, the harder it will be to coordinate contractors and meet all the town and STEAP Grant requirements. John Figurelli will take the commission’s concerns back to Weston & Sampson and may bring another manager to the next meeting.
5. Adjournment
*A motion was made by Susan Otto and seconded by Susan Dean to adjourn the meeting at 8:55 pm. Motion passed unanimously.
Wettish Property Development Sub-Committee November 24, 2008
1. Call to order
Special Meeting of the Killingworth Park and Recreation Commission and the Wettish Property Development Advisory Sub-Committee was held Monday, November 24, 2008 at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Susan Otto
Susan Dean
Chris Kelly
Absent: John Machold
Bill Silas
Scott Thomas
Chairman Dan Colonia called the meeting to order at 7:30 PM.
2. Visitors: Eric Auer
Hilary Kumnick
Richard Otto
John Figurelli, Weston & Sampson
3. Well
Eric Auer and John Figurelli stated they met with Savinelli Well Drilling, the low bidder, on the property. They explained that Savinelli foresees a problem with getting the drilling equipment onto the property and stuck in the mud, therefore excavating equipment will be needed to drag the drilling equipment approximately 600 feet back along the driveway to the corner of the tree line. This location is close to the wall and will require minimal clearing. Since the Town does not own machinery strong enough, they spoke to Don Venuti who quoted $500.00 for the machine and $200.00 for labor stating he would leave the machine on the property in the event the drilling equipment encountered a problem coming off the property. Chris Kelly questioned whether the quote was in writing or verbal, and whether insurance documentation was supplied to satisfy town requirements. Eric noted that the quote was verbal and that all town requirements would be met.
Chris questioned Weston & Sampson’s involvement in the process and whether the cost was approved at the last meeting. Discussion followed. Dan Colonia explained that the minutes of the last meeting were not yet approved and since that was not included on this meeting’s agenda, it could not be discussed at this meeting. Chris questioned the water requirements from the well and the well’s diameter. John Figurelli stated that he has received numbers and breakdowns and will forward them to Bill Silas, and he went on to explain that the well’s long-term yield would not be impacted by the difference between a 6” or 8” hole. Chris re-iterated that the water requirements from the well have not yet been specified, and John Figurelli explained that the number and location of the fields to irrigate has to be determined. He further explained that the deeper the well the more reserve capacity of the well, not the more yield. Therefore, if more water is needed, another well should be drilled. The $8,500 quote is for a 300’ well. Chris questioned how further drilling would be paid for and if there is a well contingency. Dan stated that the Board of Selectmen has approved up to $10,000 for the well. Discussion followed regarding drilling deeper than 300’ and the possible need to drill additional wells.
*A motion was made by Susan Dean and seconded by Susan Otto to designate Eric Auer as coordinator of the well drilling at the Wettish property with Weston & Sampson having the contract and authority to drill. Motion passed unanimously.
*A motion was made by Susan Otto and seconded by Susan Dean to allow up to $1500.00 to be used, if necessary, for drilling of additional well depth. Motion passed unanimously.
*A motion was made by Susan Dean and seconded by Susan Otto to approve $800.00 for excavation work by Don Venuti, with insurance documentation provided to the Town prior to work. Motion passed unanimously.
Chris questioned if Glen Johnson’s offer to certify the driller’s findings is still being considered. Discussion followed regarding Weston & Sampson coordinating with the driller and Eric Auer as coordinator. Chris again questioned who would verify the results with the authority to drill deep lying with Weston & Sampson. Hilary Kumnick questioned permits required. Discussion followed.
4. Bidding and Process
Dan stated the current Weston & Sampson contract still contains approximately $4,500 item open to provide technical specifications. Discussion followed regarding Glen Johnson’s offer to prepare the front-end documents rather than Weston & Sampson. Dick Otto re-iterated that the town does not have standard front-end documents.
Dan asked the commission to determine a target date to put the project out to bid and discussion followed. John Figurelli noted that Weston & Sampson will have the technical specs completed by the first week in December. They then should be reviewed by the town attorney. Discussion followed regarding the various town offices that have had involvement with front-end documents of other town projects. Dick Otto suggested specifying whether going out to bid with one contract or breaking project into smaller contracts. Discussion followed and Dan stated one contract would be put out.
Chris suggested having Weston & Sampson prepare the front-end documents for $4,500 to save time and coordination efforts, and then have Glen Johnson review them. Dick agreed that this would save valuable time, be more concise and ensure the front-end documents and technical specs were aligned. Then Glen Johnson could review, proof and approve the documents. Hilary Kumnick added he is concerned with the liability of preparing front-end documents. Discussion followed regarding front-end documents, attorney involvement and review and contractor bidding. John Figurelli stated that with sufficient staffing, it would take about 2 weeks to prepare the front-end documents. Dick Otto questioned what Weston & Sampson would do if pre-existing front-end documents were discovered in the town offices, and John Figurelli stated they would back off preparing new ones and use the pre-existing documents. Discussion followed regarding amending the Weston & Sampson contract to take responsibility for preparation and not just “assisting” the town. John Figurelli added that the commission must determine who will hand out the bidding documents, set the charge for the bidding package, and determine if it is refundable or non-refundable. Weston & Sampson will prepare 10 packages, but base on prior town projects more may be needed. Dan will get Weston & Sampson copies of the STEAP Grant documents and Chris cautioned to be sure they have Marty Klein’s signature.
*A motion was made by Chris Kelly and seconded by Susan Otto extend Weston & Sampson’s contract to include the preparation of front end documents, general conditions and bidding documents for an additional $4,500.00, to be incorporated into the full bidding specifications and construction documents. Motion passed unanimously.
Discussion followed regarding setting target dates for bidding the project including document preparation, review by Glen Johnson and the town’s attorney, review by the commission, submission to the State and the bidding period. Discussion also followed regarding whether the money is already allocated in the budget, whether a Town Meeting will be necessary. John Figurelli questioned how to best bid the irrigation: performance-based design versus specific system based on yield, include in project or bid as add/alternate. Other add/alternates discussed include stone walls, landscape trees, tree clearing and parking/driveway. The commission discussed concern that the more divided the project becomes, the harder it will be to coordinate contractors and meet all the town and STEAP Grant requirements. John Figurelli will take the commission’s concerns back to Weston & Sampson and may bring another manager to the next meeting.
5. Adjournment
*A motion was made by Susan Otto and seconded by Susan Dean to adjourn the meeting at 8:55 pm. Motion passed unanimously.
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