Regular Meeting March 19, 2009
Killingworth Park and Recreation Commission
Regular Meeting March 19, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Thursday, March 19, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Scot Thomas
Susan Dean
Bill Silas
Glen Johnson
Absent: John Machold
Visitors: Richard Otto
Chairman Dan Colonia called the meeting to order at 7:41PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Wettish Property Development
-Bidding documents/process
Glenn stated that the bidding documents received Weston & Sampson’s legal department approval and Park & Recreation Commission’s approval, but he noted that Town Attorney Mike Wells and First Selectman Richard Cabral had additional issues in the second review of the document. He went on to explain that he spoke with Richard and Attorney Wells and quickly updated the documents to resolve the attorney’s issues. The documents are now ready to be forwarded to Attorney Wells for his third approval and to move forward. Glen stressed that he believed it would be helpful to sit with Attorney Wells and address his comments face-to-face. Discussion followed regarding the First Selectman’s outward support of the project but behind the scenes resistance to move forward.
Dan then stated that Richard had read the minutes of the last meeting and was concerned that a refundable deposit for the bidding documents would cost the Town additional money. Dan noted that he had tried to explain that in the long run a refundable deposit would allow copies of the bidding documents to be re-used when the contract was awarded, and would ultimately save money, but Richard disagreed. Dan stated that he could not convince Richard that there was a future use for the documents. Scot Thomas suggested that the commission use Joseph Merritt & Company’s “Plan Well” program which for an $80 fee from the commission would copy and issue the bidding documents and log bidder information, and the bidders would pay Joseph Merritt & Company without the Town’s involvement. Glenn noted that that was a very good idea but the documents state that the package would be available at Town Hall and would have to be changed.
Detailed discussion followed regarding advertisement of bidding in the Hartford Courant, citing prior motions. Dan asked if the targeted date (3/20) was possible and Glenn stated that the bidding specs should be available by that afternoon but the ad would not appear. As soon as the documents are available the ad will be sent and the 30 day bidding period would be adjusted to coincide. Until the ad appears, bidders will not know the documents are available. Killingworthtoday.com will also be sent notice and Scot will look into trade publications. Dan noted to be careful to notify all bidders concurrently and Dick cautioned not to imply preferential notification.
Dan explained that he spoke to Dave Steiger who assured him that Killingworth’s STEAP funds are available despite the state’s budget shortfall and noted that bidders must be pre-qualified by the State of CT in accordance with the STEAP Grant guidelines. Glenn noted that the documents reflect this pre-qualification requirement. Discussion followed regarding the difficult and lengthy process for bidders to become pre-qualified,
and the commission expressed the hope that local bidders will be able to meet this requirement.
*A motion was made by Bill Silas and seconded by Scot Thomas to change the wording of the bidding document from a “refundable” fee to “non-refundable”. Motion passed unanimously.
*A motion was made by Scot Thomas and seconded by Bill Silas to amend the method of distributing the bidding documents to include Joseph Merritt & Company’s “Well Plan” program, as well as distribution at Killingworth Town Hall. Motion passed unanimously.
Bill questioned the use of the term “invitation to bid” and Glen noted that Attorney Wells has approved all wording in the document. Dick asked if a process had been established for the receipt of bids. Dan stated he would discuss that with Richard tomorrow. Glenn offered to prepare a spreadsheet for Carol Gordon’s use to log bidders’ information and send it to Dan.
-Irrigation
Dan stated that he received a breakdown of the well bill from Weston & Sampson showing that they billed only the $7,900 agreed per contract and not the full $9,200 incurred. (A copy of this breakdown is attached to these minutes.) Bill questioned if more billing would follow feeling the issue was left open. Scot agreed, but Dan feels it was unofficially stated that the contractual amount of $7,900 would be final.
Dan also stated that he received a copy of a letter sent to Richard Cabral from Mr. Fred Jackson and his Attorney Carl P. Fortuna, Jr. (a copy of which is attached to these minutes) regarding the possible impact of the Wettish well on Mr. Jackson’s 2 wells and other wells on Parker Hill Road. The commission discussed the location of Mr. Jackson’s wells being about ½ to 1 mile from the Wettish well. Since there is a 17 lot subdivision between the Wettish well and Mr. Jackson’s wells, the consensus of the commission was Mr. Parker’s and neighbors’ wells would be more impacted by those 17 wells that by the Wettish well. Glenn noted that the withdrawal rate from the Wettish well will be significantly lower than the State of CT’s 50K gallon/day threshold for “significant” withdrawal. Glenn will draft a response to Attorney Fortuna’s letter.
Glenn stated that he has certified the Wettish well test (a copy of which is attached to these minutes), and will give Eric Auer a copy for Building Inspector Dick Leighton. He also noted that he has begun preparing the irrigation specs to save about $10K engineering fees and about 2 weeks time. The bidding package should contain technical specs and project design, noting that bidders must comply with the Davis Bacon Act regarding prevailing wages. Glen noted he will electronically send the documents to Attorney Mike Wells for his review and comment, but he stated he would like to meet with Attorney Wells to discuss his comments in person. Dick questioned if Glenn used the same specs as Weston & Sampson, and Glenn noted that he could not use Weston & Sampson’s but is preparing comparable specs. He further noted that Attorney Wells will then have the opportunity to review them.
Dan questioned if Glenn about irrigation design, and Glenn stated he had the first field, but not with him at the moment. Dan advised Glenn to plan for one field but price all the fields, noting that Eric had felt that the general contractor’s cost may be low enough to allow for irrigation on more than one field within budget. Dan added that the underground piping should be done for all the fields, but to keep under the 50K gallon/day threshold only one field would be irrigated each day and the irrigation would be rotated. Detailed discussion and examination of the designs followed regarding whether there was enough top soil between the drainage and irrigation pipes, or whether the irrigation pipes would be under the drainage pipes, herringbone versus catawampus design and under turf installation. Glenn noted that the laterals must go in as part of the base contract work and again stressed the need for coordination between the general and irrigation contractors.
9. Adjournment
*A motion was made by Scot Thomas and seconded by Susan Dean to adjourn the meeting at 8:44 PM. Motion passed unanimously.
Regular Meeting March 19, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Thursday, March 19, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Scot Thomas
Susan Dean
Bill Silas
Glen Johnson
Absent: John Machold
Visitors: Richard Otto
Chairman Dan Colonia called the meeting to order at 7:41PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Wettish Property Development
-Bidding documents/process
Glenn stated that the bidding documents received Weston & Sampson’s legal department approval and Park & Recreation Commission’s approval, but he noted that Town Attorney Mike Wells and First Selectman Richard Cabral had additional issues in the second review of the document. He went on to explain that he spoke with Richard and Attorney Wells and quickly updated the documents to resolve the attorney’s issues. The documents are now ready to be forwarded to Attorney Wells for his third approval and to move forward. Glen stressed that he believed it would be helpful to sit with Attorney Wells and address his comments face-to-face. Discussion followed regarding the First Selectman’s outward support of the project but behind the scenes resistance to move forward.
Dan then stated that Richard had read the minutes of the last meeting and was concerned that a refundable deposit for the bidding documents would cost the Town additional money. Dan noted that he had tried to explain that in the long run a refundable deposit would allow copies of the bidding documents to be re-used when the contract was awarded, and would ultimately save money, but Richard disagreed. Dan stated that he could not convince Richard that there was a future use for the documents. Scot Thomas suggested that the commission use Joseph Merritt & Company’s “Plan Well” program which for an $80 fee from the commission would copy and issue the bidding documents and log bidder information, and the bidders would pay Joseph Merritt & Company without the Town’s involvement. Glenn noted that that was a very good idea but the documents state that the package would be available at Town Hall and would have to be changed.
Detailed discussion followed regarding advertisement of bidding in the Hartford Courant, citing prior motions. Dan asked if the targeted date (3/20) was possible and Glenn stated that the bidding specs should be available by that afternoon but the ad would not appear. As soon as the documents are available the ad will be sent and the 30 day bidding period would be adjusted to coincide. Until the ad appears, bidders will not know the documents are available. Killingworthtoday.com will also be sent notice and Scot will look into trade publications. Dan noted to be careful to notify all bidders concurrently and Dick cautioned not to imply preferential notification.
Dan explained that he spoke to Dave Steiger who assured him that Killingworth’s STEAP funds are available despite the state’s budget shortfall and noted that bidders must be pre-qualified by the State of CT in accordance with the STEAP Grant guidelines. Glenn noted that the documents reflect this pre-qualification requirement. Discussion followed regarding the difficult and lengthy process for bidders to become pre-qualified,
and the commission expressed the hope that local bidders will be able to meet this requirement.
*A motion was made by Bill Silas and seconded by Scot Thomas to change the wording of the bidding document from a “refundable” fee to “non-refundable”. Motion passed unanimously.
*A motion was made by Scot Thomas and seconded by Bill Silas to amend the method of distributing the bidding documents to include Joseph Merritt & Company’s “Well Plan” program, as well as distribution at Killingworth Town Hall. Motion passed unanimously.
Bill questioned the use of the term “invitation to bid” and Glen noted that Attorney Wells has approved all wording in the document. Dick asked if a process had been established for the receipt of bids. Dan stated he would discuss that with Richard tomorrow. Glenn offered to prepare a spreadsheet for Carol Gordon’s use to log bidders’ information and send it to Dan.
-Irrigation
Dan stated that he received a breakdown of the well bill from Weston & Sampson showing that they billed only the $7,900 agreed per contract and not the full $9,200 incurred. (A copy of this breakdown is attached to these minutes.) Bill questioned if more billing would follow feeling the issue was left open. Scot agreed, but Dan feels it was unofficially stated that the contractual amount of $7,900 would be final.
Dan also stated that he received a copy of a letter sent to Richard Cabral from Mr. Fred Jackson and his Attorney Carl P. Fortuna, Jr. (a copy of which is attached to these minutes) regarding the possible impact of the Wettish well on Mr. Jackson’s 2 wells and other wells on Parker Hill Road. The commission discussed the location of Mr. Jackson’s wells being about ½ to 1 mile from the Wettish well. Since there is a 17 lot subdivision between the Wettish well and Mr. Jackson’s wells, the consensus of the commission was Mr. Parker’s and neighbors’ wells would be more impacted by those 17 wells that by the Wettish well. Glenn noted that the withdrawal rate from the Wettish well will be significantly lower than the State of CT’s 50K gallon/day threshold for “significant” withdrawal. Glenn will draft a response to Attorney Fortuna’s letter.
Glenn stated that he has certified the Wettish well test (a copy of which is attached to these minutes), and will give Eric Auer a copy for Building Inspector Dick Leighton. He also noted that he has begun preparing the irrigation specs to save about $10K engineering fees and about 2 weeks time. The bidding package should contain technical specs and project design, noting that bidders must comply with the Davis Bacon Act regarding prevailing wages. Glen noted he will electronically send the documents to Attorney Mike Wells for his review and comment, but he stated he would like to meet with Attorney Wells to discuss his comments in person. Dick questioned if Glenn used the same specs as Weston & Sampson, and Glenn noted that he could not use Weston & Sampson’s but is preparing comparable specs. He further noted that Attorney Wells will then have the opportunity to review them.
Dan questioned if Glenn about irrigation design, and Glenn stated he had the first field, but not with him at the moment. Dan advised Glenn to plan for one field but price all the fields, noting that Eric had felt that the general contractor’s cost may be low enough to allow for irrigation on more than one field within budget. Dan added that the underground piping should be done for all the fields, but to keep under the 50K gallon/day threshold only one field would be irrigated each day and the irrigation would be rotated. Detailed discussion and examination of the designs followed regarding whether there was enough top soil between the drainage and irrigation pipes, or whether the irrigation pipes would be under the drainage pipes, herringbone versus catawampus design and under turf installation. Glenn noted that the laterals must go in as part of the base contract work and again stressed the need for coordination between the general and irrigation contractors.
9. Adjournment
*A motion was made by Scot Thomas and seconded by Susan Dean to adjourn the meeting at 8:44 PM. Motion passed unanimously.
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