Regular Meeting December 8, 2008
Killingworth Park and Recreation Commission
Regular Meeting December 8, 2008
1. Call to order
The Killingworth Park and Recreation Commission held a regular meeting on Monday, December 8, 2008, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Susan Otto
Susan Dean (arrived at 8:10 PM)
Chris Kelly
John Machold
Scott Thomas
Absent: Bill Silas
Chairman Dan Colonia called the meeting to order at 8:00 PM.
2. The Pledge of Allegiance was recited by the Commission.
3. Minutes of:
Regular meeting held November 10, 2008
*A motion was made by Susan Otto and seconded by Chris Kelly to accept the minutes of the November 10, 2008, meeting with the following modifications suggested by Chris Kelly: Paragraph 6(b) “Motion … to contract Weston & Sampson to oversee the well drilling process at the Wettish property at a cost of up to $7,900.00” Motion passed unanimously.
Special Meeting held November 24, 2008
The commission discussed Eric Auer’s statement at the last meeting expressing the difficulty of setting up a single bid project that does not exclude smaller local contractors. The commission would like local contractors to have the opportunity to earn some of the money from this project.
*A motion was made by Susan Otto and seconded by Susan Dean to accept the minutes of the November 24, 2008, meeting with the following modifications suggested by Chris Kelly: Paragraph 4 “Motion … to 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 being certain to incorporate into the design the guidelines of the new Connecticut legislation regarding athletic fields scheduled to take effect in July 2009.” John Machold and Scot Thomas abstained. Motion passed.
4. Visitors: Glen Johnson
Richard Otto
5. Communications, Bills and Applications
a. The following communications were received:
Dan received an email from Lori Marriot of Shoreline Focus on Fitness requesting return of her $50.00 deposit check for the use of Sheldon Field in the fall. Dan will notify Lori that Dawn Mooney has the check in the Town Clerk’s office to be picked up at her convenience.
Dan then discussed the letter he received from the First Selectman inviting him to serve on the Venuti Property Planning Sub-Committee. Dan read the letter which encourages him to accept as Chairman of the Park & Recreation Commission, and he noted that immediately upon receipt he did accept the position, since the town’s use of this land could include recreation facilities. Dan then noted that his name was not included on the initial list of members appointed by the Selectmen. Dan plans to write a letter to the Board of Selectmen again accepting the position. Susan Dean will write to the Board of Selectmen on behalf of the Commission as well.
*A motion was made by Chris Kelly and seconded by John Machold to write a letter to the Board of Selectmen expressing both interest and gratitude for the membership invitation and concern and disappointment over Dan’s omission from the initial membership list. Motion passed unanimously.
b. The following bills were presented:
Bill from Olson Sanitation, thru November 24, in the amount of $ 164.45,
Bill from Anthony Carri for November in the amount of $ 270.00,
Bill from Environmental Consulting Labs, 10/7/08 invoice, in the amount of
$ 152.50,
Second bill from Environmental Consulting Labs, 10/8/08 invoice, in the amount of $ 189.25,
Bill from Killingworth Garage dated 11/26/08 in the amount of $ 61.65,
Second bill from Killingworth Garage dated 10/26/08 in the amount of $ 91.75,
Bill from CL&P in the amount of $ 38.71,
Second bill from CL&P in the amount of $ 37.96,
Third bill from CL&P in the amount of $ 38.88,
Bill from Dawn Mooney for recording services thru November 24, 2008 in the amount of $ 396.27.
Discussion followed regarding Environmental Consulting Labs’ quarterly water tests. Dan expressed concern over the fact that the two tests were conducted only 10 days apart yet they represent two quarters of 2008. The commission agreed that the tests show be conducted farther apart and will contact the Lab to request the same.
*A motion was made by Susan Otto and seconded by Chris Kelly to approve all of the above noted bills. Motion passed unanimously.
Dan also presented a bill he received earlier in the day from Weston & Sampson, dated 12/5/08, for Phase C, bidding services, in the amount of $ 5,512.50. He went on to state that since the bidding documents were not yet completed, the bill should not be approved for payment. Chris Kelly added that the bill should be broken down to correlate with the contract. Dan will contact Weston & Sampson, and the bill will be re-presented at the next meeting.
c. No applications were received.
6. Treasurer’s Report
• Budget 2008-2009 – Treasurer Bill Silas was not present at the meeting to present a Treasurer’s report. Dan noted that $1,500.00 had been taken back by the Town since the front fence at Sheldon Field had not been changed. The group concurred that it would have been premature to change the fence with the redesign of the field forthcoming. Dan further stated that this matter had not been discussed with him.
• Annual Report – Chairman Dan Colonia reported he has started writing the annual report which is due December 16. He discussed the commission’s 2008 accomplishments including receiving the STEAP Grant for the Sheldon Field re-design, completing the design phase of the Wettish property project, getting approved $500,000 funding request for Wettish property, having 2 members serve on the HK Recreation Authority. Chris Kelly added that the A-2 and contour surveys of Sheldon Field were completed, and the green tubing was installed on the fence at the Bethke Field. Dan will also thank the numerous volunteers who have donated time and effort throughout the year, including Shelly Cumpstone for her service on the commission and Jere Manware for his efforts in maintaining the fields.
7. Old Business
a. Parks and Field Maintenance/Evaluations
Irene Sheldon Field – Dan noted that the spring for one of the rocking animals on the playground is broken and dangerous. Susan Otto will call to get this repaired. Dan also noted that he received a complaint regarding a low bar over the walkway out of the dugout/bench area at lower Sheldon, stating that someone could easily hit their head on it. The commission agreed that a safety precaution should be taken such as wrapping the bar with caution tape or painting it orange.
Rocco M. Reale Field – Dan received an email from John Figurelli (KYL) and a call from KYL President Alan Kostek regarding solar powered scoreboards. Dan expressed his desire to accomplish this and will speak to Zoning Enforcement Office Cathy Jefferson regarding the steps to take. Dan agreed that this would be a good idea for Rocco Field as long as the scoreboards are in accordance with all Planning & Zoning guidelines. He also expressed his belief that scoreboards at Sheldon Field should wait until the re-design is completed. The commission agreed.
Bethke Field – Susan Otto stated she had hoped to have a gate donated, but that did not happen. Since she is leaving the commission, she will turn her research over to Chris Kelly and he will investigate gate options. Discussion followed regarding the previous approval of $300.00 for such a gate.
Discussion then followed regarding the bulletin boards. Scot Thomas noted that he had gotten materials for installation donated and had finished painting them green. He will update the commission at a later meeting regarding installation.
b. Wettish Property Development
Dan stated he received an email earlier in the evening informing him the well-drilling had been delayed. The low bidder, Simonelli Well Drilling, decided they would not bring their equipment onto the property without a road to the well location. Weston & Sampson is now contacting the second bidder, Sima Drilling. Chris questioned whether a road could be put in and Dan stated it could not and the drilling equipment would have to be dragged in to the site.
Dan advised Glen Johnson that Weston & Sampson will prepare the front-end documents explaining that it is prudent to have Weston & Sampson stand behind the documents. Chris added that the commission would like Glen to review the documents. Glen agreed that it is a wise decision, and further advised that the town attorney should examine the documents very closely. Chris questioned if the Weston & Sampson contract are available for review and Dan responded that he received one contract earlier in the day and would copy and forward it for review, but the design contract had not yet been received.
Dan and Chris discussed advising the State of Connecticut of design changes at the Wettish property, such as the number of fields being designed, and neither received a response. Dan stated he would follow up with the State. Dick Otto questioned the next meeting. Dan will contact John Figurelli and will attempt to schedule a meeting for next week, or after the holidays. Dan stated he is usually copied on all correspondences and he has not received anything, so he will contact Bill Silas regarding the Weston & Sampson contract for technical specs.
c. Election of Officers
Vice Chairman Susan Otto announced that she will not be returning to the Park & Recreation Commission in 2009, to serve other town interests noting her involvement on the Parmelee Steering Committee, but she will continue to assist the commission in whatever ways she can, including the Annual Fishing Derby. She went on to note that she had found a qualified replacement, Glen Johnson, who would like to join the commission. Susan Otto stated she would notify the Board of Selectmen of her decision and her suggestion for filling her vacancy, and Susan Dean will write to the Selectmen with the Commission’s recommendations. Dan and the entire commission thanked Susan for her 7 years on the Park and Recreation Commission.
Susan Dean then stated that she thought Scot Thomas would be a good choice to replace Susan Otto as Vice Chairman of the Park and Recreation Commission, and Scot expressed his willingness to serve in that capacity.
*A motion was made by John Machold and seconded by Chris Kelly to change the slate of officers for 2009 adding Scot Thomas to the position of Vice Chairman instead of Susan Otto. Motion passed unanimously.
The following slate was then unanimously elected by the Commission:
Bill Silas Treasurer
Susan Dean Correspondence Secretary
Scot Thomas Vice Chairman
Dan Colonia Chairman
8. New Business
Dan Colonia presented the proposed 2009 Meeting Calendar for the Park and Recreation Commission, scheduling meetings for the first Monday of each month unless otherwise noted.
*A motion was made by Susan Dean and seconded by John Machold to approve the 2009 Meeting Calendar. Motion passed unanimously.
The commission then discussed a meeting schedule for the Wettish Property Development Advisory Sub-Committee, scheduling meetings for the third Thursday of each month whenever possible. Dan asked recording secretary Dawn Mooney to produce this schedule.
John Machold and Dan Colonia advised the Commission that the HK Middle School had planned to close the middle school gym to HK Recreation basketball after February vacation because the middle school gym curriculum switches at that time to net sports such as volleyball and badminton. They explained that this issue has since been resolved, having custodians and students needing community service hours moving the nets. They further explained that the HK Recreation Authority has been trying to plan more activities in Killingworth, but has met with resistance from the schools.
9. Adjournment
*A motion was made by Chris Kelly and seconded by Susan Otto to adjourn the meeting at 9:27 PM. Motion passed unanimously.
Regular Meeting December 8, 2008
1. Call to order
The Killingworth Park and Recreation Commission held a regular meeting on Monday, December 8, 2008, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Susan Otto
Susan Dean (arrived at 8:10 PM)
Chris Kelly
John Machold
Scott Thomas
Absent: Bill Silas
Chairman Dan Colonia called the meeting to order at 8:00 PM.
2. The Pledge of Allegiance was recited by the Commission.
3. Minutes of:
Regular meeting held November 10, 2008
*A motion was made by Susan Otto and seconded by Chris Kelly to accept the minutes of the November 10, 2008, meeting with the following modifications suggested by Chris Kelly: Paragraph 6(b) “Motion … to contract Weston & Sampson to oversee the well drilling process at the Wettish property at a cost of up to $7,900.00” Motion passed unanimously.
Special Meeting held November 24, 2008
The commission discussed Eric Auer’s statement at the last meeting expressing the difficulty of setting up a single bid project that does not exclude smaller local contractors. The commission would like local contractors to have the opportunity to earn some of the money from this project.
*A motion was made by Susan Otto and seconded by Susan Dean to accept the minutes of the November 24, 2008, meeting with the following modifications suggested by Chris Kelly: Paragraph 4 “Motion … to 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 being certain to incorporate into the design the guidelines of the new Connecticut legislation regarding athletic fields scheduled to take effect in July 2009.” John Machold and Scot Thomas abstained. Motion passed.
4. Visitors: Glen Johnson
Richard Otto
5. Communications, Bills and Applications
a. The following communications were received:
Dan received an email from Lori Marriot of Shoreline Focus on Fitness requesting return of her $50.00 deposit check for the use of Sheldon Field in the fall. Dan will notify Lori that Dawn Mooney has the check in the Town Clerk’s office to be picked up at her convenience.
Dan then discussed the letter he received from the First Selectman inviting him to serve on the Venuti Property Planning Sub-Committee. Dan read the letter which encourages him to accept as Chairman of the Park & Recreation Commission, and he noted that immediately upon receipt he did accept the position, since the town’s use of this land could include recreation facilities. Dan then noted that his name was not included on the initial list of members appointed by the Selectmen. Dan plans to write a letter to the Board of Selectmen again accepting the position. Susan Dean will write to the Board of Selectmen on behalf of the Commission as well.
*A motion was made by Chris Kelly and seconded by John Machold to write a letter to the Board of Selectmen expressing both interest and gratitude for the membership invitation and concern and disappointment over Dan’s omission from the initial membership list. Motion passed unanimously.
b. The following bills were presented:
Bill from Olson Sanitation, thru November 24, in the amount of $ 164.45,
Bill from Anthony Carri for November in the amount of $ 270.00,
Bill from Environmental Consulting Labs, 10/7/08 invoice, in the amount of
$ 152.50,
Second bill from Environmental Consulting Labs, 10/8/08 invoice, in the amount of $ 189.25,
Bill from Killingworth Garage dated 11/26/08 in the amount of $ 61.65,
Second bill from Killingworth Garage dated 10/26/08 in the amount of $ 91.75,
Bill from CL&P in the amount of $ 38.71,
Second bill from CL&P in the amount of $ 37.96,
Third bill from CL&P in the amount of $ 38.88,
Bill from Dawn Mooney for recording services thru November 24, 2008 in the amount of $ 396.27.
Discussion followed regarding Environmental Consulting Labs’ quarterly water tests. Dan expressed concern over the fact that the two tests were conducted only 10 days apart yet they represent two quarters of 2008. The commission agreed that the tests show be conducted farther apart and will contact the Lab to request the same.
*A motion was made by Susan Otto and seconded by Chris Kelly to approve all of the above noted bills. Motion passed unanimously.
Dan also presented a bill he received earlier in the day from Weston & Sampson, dated 12/5/08, for Phase C, bidding services, in the amount of $ 5,512.50. He went on to state that since the bidding documents were not yet completed, the bill should not be approved for payment. Chris Kelly added that the bill should be broken down to correlate with the contract. Dan will contact Weston & Sampson, and the bill will be re-presented at the next meeting.
c. No applications were received.
6. Treasurer’s Report
• Budget 2008-2009 – Treasurer Bill Silas was not present at the meeting to present a Treasurer’s report. Dan noted that $1,500.00 had been taken back by the Town since the front fence at Sheldon Field had not been changed. The group concurred that it would have been premature to change the fence with the redesign of the field forthcoming. Dan further stated that this matter had not been discussed with him.
• Annual Report – Chairman Dan Colonia reported he has started writing the annual report which is due December 16. He discussed the commission’s 2008 accomplishments including receiving the STEAP Grant for the Sheldon Field re-design, completing the design phase of the Wettish property project, getting approved $500,000 funding request for Wettish property, having 2 members serve on the HK Recreation Authority. Chris Kelly added that the A-2 and contour surveys of Sheldon Field were completed, and the green tubing was installed on the fence at the Bethke Field. Dan will also thank the numerous volunteers who have donated time and effort throughout the year, including Shelly Cumpstone for her service on the commission and Jere Manware for his efforts in maintaining the fields.
7. Old Business
a. Parks and Field Maintenance/Evaluations
Irene Sheldon Field – Dan noted that the spring for one of the rocking animals on the playground is broken and dangerous. Susan Otto will call to get this repaired. Dan also noted that he received a complaint regarding a low bar over the walkway out of the dugout/bench area at lower Sheldon, stating that someone could easily hit their head on it. The commission agreed that a safety precaution should be taken such as wrapping the bar with caution tape or painting it orange.
Rocco M. Reale Field – Dan received an email from John Figurelli (KYL) and a call from KYL President Alan Kostek regarding solar powered scoreboards. Dan expressed his desire to accomplish this and will speak to Zoning Enforcement Office Cathy Jefferson regarding the steps to take. Dan agreed that this would be a good idea for Rocco Field as long as the scoreboards are in accordance with all Planning & Zoning guidelines. He also expressed his belief that scoreboards at Sheldon Field should wait until the re-design is completed. The commission agreed.
Bethke Field – Susan Otto stated she had hoped to have a gate donated, but that did not happen. Since she is leaving the commission, she will turn her research over to Chris Kelly and he will investigate gate options. Discussion followed regarding the previous approval of $300.00 for such a gate.
Discussion then followed regarding the bulletin boards. Scot Thomas noted that he had gotten materials for installation donated and had finished painting them green. He will update the commission at a later meeting regarding installation.
b. Wettish Property Development
Dan stated he received an email earlier in the evening informing him the well-drilling had been delayed. The low bidder, Simonelli Well Drilling, decided they would not bring their equipment onto the property without a road to the well location. Weston & Sampson is now contacting the second bidder, Sima Drilling. Chris questioned whether a road could be put in and Dan stated it could not and the drilling equipment would have to be dragged in to the site.
Dan advised Glen Johnson that Weston & Sampson will prepare the front-end documents explaining that it is prudent to have Weston & Sampson stand behind the documents. Chris added that the commission would like Glen to review the documents. Glen agreed that it is a wise decision, and further advised that the town attorney should examine the documents very closely. Chris questioned if the Weston & Sampson contract are available for review and Dan responded that he received one contract earlier in the day and would copy and forward it for review, but the design contract had not yet been received.
Dan and Chris discussed advising the State of Connecticut of design changes at the Wettish property, such as the number of fields being designed, and neither received a response. Dan stated he would follow up with the State. Dick Otto questioned the next meeting. Dan will contact John Figurelli and will attempt to schedule a meeting for next week, or after the holidays. Dan stated he is usually copied on all correspondences and he has not received anything, so he will contact Bill Silas regarding the Weston & Sampson contract for technical specs.
c. Election of Officers
Vice Chairman Susan Otto announced that she will not be returning to the Park & Recreation Commission in 2009, to serve other town interests noting her involvement on the Parmelee Steering Committee, but she will continue to assist the commission in whatever ways she can, including the Annual Fishing Derby. She went on to note that she had found a qualified replacement, Glen Johnson, who would like to join the commission. Susan Otto stated she would notify the Board of Selectmen of her decision and her suggestion for filling her vacancy, and Susan Dean will write to the Selectmen with the Commission’s recommendations. Dan and the entire commission thanked Susan for her 7 years on the Park and Recreation Commission.
Susan Dean then stated that she thought Scot Thomas would be a good choice to replace Susan Otto as Vice Chairman of the Park and Recreation Commission, and Scot expressed his willingness to serve in that capacity.
*A motion was made by John Machold and seconded by Chris Kelly to change the slate of officers for 2009 adding Scot Thomas to the position of Vice Chairman instead of Susan Otto. Motion passed unanimously.
The following slate was then unanimously elected by the Commission:
Bill Silas Treasurer
Susan Dean Correspondence Secretary
Scot Thomas Vice Chairman
Dan Colonia Chairman
8. New Business
Dan Colonia presented the proposed 2009 Meeting Calendar for the Park and Recreation Commission, scheduling meetings for the first Monday of each month unless otherwise noted.
*A motion was made by Susan Dean and seconded by John Machold to approve the 2009 Meeting Calendar. Motion passed unanimously.
The commission then discussed a meeting schedule for the Wettish Property Development Advisory Sub-Committee, scheduling meetings for the third Thursday of each month whenever possible. Dan asked recording secretary Dawn Mooney to produce this schedule.
John Machold and Dan Colonia advised the Commission that the HK Middle School had planned to close the middle school gym to HK Recreation basketball after February vacation because the middle school gym curriculum switches at that time to net sports such as volleyball and badminton. They explained that this issue has since been resolved, having custodians and students needing community service hours moving the nets. They further explained that the HK Recreation Authority has been trying to plan more activities in Killingworth, but has met with resistance from the schools.
9. Adjournment
*A motion was made by Chris Kelly and seconded by Susan Otto to adjourn the meeting at 9:27 PM. Motion passed unanimously.
