Regular Meeting April 13, 2009
Killingworth Park and Recreation Commission
Regular Meeting April 13, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, April 13, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Scot Thomas (arrived at 7:48 PM)
Susan Dean
Glenn Johnson
Bill Silas
John Machold
Chairman Dan Colonia called the meeting to order at 7:38 PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of: - Regular Meeting held March 9, 2009
- Special meeting held March 19, 2009
*A motion was made by Glenn Johnson and seconded by Susan Dean to accept the minutes of the March 9, 2009 and March 19, 2009 meetings as written. John Machold abstained. Motion passed.
4. Visitors: Richard Otto, Wetttish Property Development advisor
5. Communications, Bills and Applications
a. The communications received were placed on the table for review by the Commission. Included was the permit received by Ron Imbriglio from the DEP for the Fishing Derby held 4/4 at Sheldon Field Pond, which is attached to these minutes.
b. The following bills were received:
Bill from American Carting, 4/1 to 4/30, in the amount of $ 75.00,
bill from Anthony Carri for 15 days in March, in the amount of $ 135.00,
bill from Beaver Trout Hatchery in the amount of $ 485.00,
bill from Killingworth Garage, dated 11/26/08, in the amount of $ 61.65,
bill from CL&P in the amount of $ 38.50,
second bill from CL&P in the amount of $ 38.50,
third bill from CL&P in the amount of $ 0.12,
bill from recording secretary Dawn Mooney, 3/9 & 3/19, in the amount of
$ 103.23.
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment of the above bills. Motion passed unanimously.
Glenn presented 2 bills he received: the first from Sima Well Drilling for pump rental, generator, 8 hours labor for the well test on the Wettish property, and the second, a duplicate bill from Weston & Sampson dated 3/4/09, including sales tax. Discussion followed regarding the well testing. Eric Auer and Glenn did the testing themselves with the equipment rented from Sima. Bill noted that the $10,000 already approved by the commission for well drilling and testing included this amount.
c. The following applications were received:
- Application from Tim Venuti of the Men’s Horseshoe League for use of horseshoe pits at Sheldon Park, 5/7 to 8/22, from 6:30 – 9:00 PM
*A motion was made by Susan Dean and seconded by Bill Silas to approve the application from the Men’s Horseshoe League for use of Sheldon Park from 5/7 to 8/22 from 6:30 – 9:00 PM and to authorize Susan Dean to send to the Men’s Horseshoe League the Park & Recreation guidelines regarding alcoholic beverages on Town fields. Motion passed unanimously.
- Application received from KES 2nd Grade, for the use of Sheldon Park on Monday, June 8, 2009 (rain date June 9) for Second Grade Picnic
*A motion was made by Bill Silas and seconded by Glenn Johnson to approve the application received from KES 2nd Grade, for the use of Sheldon Park on Monday, June 8, 2009 (rain date June 9) for Second Grade Picnic. Motion passed unanimously.
- Application received from Lori Marriot, of Shoreline Focus on Fitness, for the use of Sheldon Park from 5:45 AM to 7:45 AM from 6/22 to 8/21. Discussion followed regarding the deposit check received with the application and the commission agreed to return the check.
*A motion was made by Susan Dean and seconded by Glenn Johnson to approve the application received from Lori Marriot, of Shoreline Focus on Fitness, for the use of Sheldon Park from 5:45 AM to 7:45 AM from 6/22 to 8/21. Motion passed unanimously.
- Application received from HK Rec. for the use of Sheldon Park from 5:30PM to 7:30PM on Mondays or Tuesdays from 6/29/09 to 7/27/09 for the Summer Soccer program.
*A motion was made by Bill Silas and seconded by Glenn Johnson to approve application received from HK Rec. for the use of Sheldon Park from 5:30PM to 7:30PM on Mondays or Tuesdays from 6/29/09 to 7/27/09 for the Summer Soccer program. Motion passed unanimously.
-Dan discussed a telephone call he received earlier in the day from a Killingworth resident requesting approval to hold her 4 year old child’s birthday party with 8 guests at Sheldon Park. Dan instructed her to go ahead and use the park, informing her she did not need an application and approval for this type of party. Discussion followed regarding such an event and the commission agreed that the pavilion and playground are never reserved.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening account balance $ 20,024.72
Expenses $ 227.10
Ending balance $ 19,797.67
Bill presented a request form for purchase order #31 in the amount of $1776.00 for clay at Sheldon Park, a copy of which is attached to these minutes. He also discussed Arbor Gardens’ proposal to fertilize and lime Rocco, Sheldon and Bethke Fields, as follows:
Sheldon: fertilize @ $400.00 lime @ $300.00
Rocco: fertilize @ $300.00 lime @ $200.00
Bethke: fertilize @ $250.00 (+$100.00 lime @ $150.00
for outside back area)
Dan questioned if the fertilizers to be used are organic and Bill responded they are not, but he would get a cost. Discussion followed regarding the new regulations requiring use of organic products that Chris Kelly had emphasized, and Glenn stated it applies only to schools. Dan questioned if the commission wanted to do Sheldon field at all, noting it may be wasting money due to the upcoming redesign. The commission agreed that Sheldon should be aerated only.
*A motion was made by Bill Silas and seconded by Susan Dean to contract Arbor Gardens to fertilize and lime Rocco and Bethke fields. Motion passed unanimously.
Bill discussed the line item of $2700.00 for seed and fertilizer, and questioned if these could be put aside for use at Wettish Field, and a line item of $6000.00 for field maintenance. Discussion followed regarding saving seed for fall to over-seed Rocco and Bethke, noting that Sheldon Field is too far gone at this point. John noted that Bethke Field needs a spring clean-up, both inside and outside the fence, because a fall clean-up was not done. Bill also noted that gravel was needed for the parking lot at Sheldon Field.
*A motion was made by Susan Dean and seconded by John Machold to approve up to $600.00 for general clean up at Bethke Field. Motion passed unanimously.
*A motion was made by Bill Silas and seconded by John Machold to approve up to $900.00 for gravel for the parking lot at Sheldon Field. Motion passed unanimously.
7. Old Business
a. Parks and Field Maintenance/Evaluations
- Sheldon Park – Discussion of renovation and design at Sheldon Park was tabled until a later meeting. Scot mentioned that there are many nails in trees at Sheldon and noted that the pavilion needs paint. Discussion followed regarding using students earning community service hours, but the commission decided against it. Bill will get prices.
- Rocco Field – Kiosks will go up soon, possibly this coming weekend.
- Bethke Field – Dan stated that the Killingworth Animal Hospital has 2 unused gates in the woods and may be willing to donate one. The commission discussed measuring to determine if they are too large and possibly contacting the hospital.
b. Wettish Property Development
Bid documents/process – Glenn stated that 16 bidders attended the Pre-bid Meeting held on April 7th and noted that Addendum 2 go out tomorrow addressing the questions that arose at the meeting. Glenn summarized the issues giving the following examples: what if construction hits rock, 2 conduits vs. 2 plus 2 spare, questions regarding the STEAP Grant, … The biggest concern was irrigation, including coordination with the irrigation contractor, air testing the pipes, availability of water from sources other than the well. The commission noted that the irrigation and construction must be done simultaneously. Dan noted that it is essential to resolve the water/irrigation issue at the fields. He expressed concern with the issue of pinching pennies over irrigation at the risk of jeopardizing the bigger money being spent to construct the fields.
Glenn went on to explain that Addendum 1, regarding wage rates, was distributed at the Pre-bid Meeting. (A copy of the Legal Notice publication is attached to these minutes.) He stated that Addendum 2 will be emailed in PDF format the next day. Discussion followed regarding the bidding close. Dick Otto questioned advertisement in the Dodge Report, explaining that he could not find the project with the correct bid close date of April 23. Glenn stated that he would check the report. Dan then questioned the opening of the bids. Glenn stated the bids would be opened at 4:00 PM on April 23rd at the close of bidding. He went on to explain the process of opening the bids and assigning each a number, then determining the apparent low bidder and investigating their qualifications. Then the commission must take the lowest bid to the Board of Selectmen, Board of Finance and finally to Town Meeting. Dick cautioned the commission not to be fooled into believing the process will be easy or that the low bidder will be evident, noting that it is likely that several will be extremely close. It was noted that Weston & Sampson will assist in the process. John warned that it will be very difficult to review 16+ bids in 2 days. The commission then discussed a time line, targeting presentation to the Board of Selectmen at their April 27 meeting, then Board of Finance at their meeting on May 12, and finally to Town Meeting thereafter.
Irrigation – Glenn noted that he has nearly completed the irrigation specs, and he and Eric have discussed bidding options. Eric would like to bid the design for one field (Alt 1), then take the 3 lowest bids and negotiate the price for each of the other fields. Glenn would prefer to present the complete design for all the fields and then get bids for each field as Alts 1, 2, 3 and 4. Dick questioned the logic of taking the cost of the project to the Boards of Selectmen and Finance without the irrigation cost, and the group discussed the issues of putting the fields in without irrigation. The commission agreed that the cost of irrigation must go to the Boards as well as the construction costs. Glenn requested that the commission give direction regarding the 2 options for bidding irrigation and the commission concurred that bidding be request for each field as Alts 1, 2, 3 and 4, and once the bids are in the commission must go with the low bidder. The commission noted that the fields will not be irrigated at the same time, but the piping and laterals must be designed and sized from the start to get water to all the fields. Glenn hopes that irrigation can go out to bid with a shorter bidding window to allow proposals in hand by early May. Detailed discussion followed regarding going to the Boards with vs. without irrigation costs. Dan believes the commission should present construction costs first and then present irrigation costs as soon as possible. Dan noted that bids are to reflect contractor providing water without irrigation. It was also noted that it is a lump sum bid and not a line item bid, and Eric had already gotten a vendor estimate of $65,000 for the first field. Dan reiterated that commission’s concensus is to bid irrigation as Alts. 1, 2, 3 and 4.
Phase II – Discussion of Phase II was tabled until a later meeting.
c. Fishing Derby – Dan noted that the Fishing Derby was well-attended, with fun, lots of fish and prizes. The commission discussed the success of this year’s Fishing Derby noting the Derby’s cost was well under budget and expressed their thanks to Ron Imbriglio for the success of the event.
d. Membership – Dan stated he will call Richard Cabral regarding Rob Grasso’s membership on the commission, noting that the Democratic party has not submitted a name to fill the vacancy on the commission.
8. New Business
Old KP&RC Documents – The commission discussed the Park & Recreation documents dating back to the 1960-70’s found in the upstairs vault at Town Hall, and the group agreed to have the recording secretary sort the documents and save historical documents such as design plans. Other documents such as correspondence, applications and budgets will be submitted for destruction approval.
The commission discussed the letter received from the Mr. Fred Jackson (Wettish property neighbor) and his attorney, Carl P. Fortuna, Jr., regarding the well issue, and noted that Building Inspector Dick Layton has responded to the attorney.
Dan stated that he would like to contact the Charter Revision Committee to request that they look into the possibility of monetary donations to the Town being able to be directed for a particular purpose rather than automatically being applied to the General Fund. At present, monetary donations cannot be earmarked for a particular use, so individuals and organizations have had to donate their time and services, such as KYL donating the scoreboard at Rocco, and Gene Garguilo donating labor and materials for last years renovations to Rocco Field. Susan will write a letter to Susan Adinolfo, chairwoman of the Charter Revision Committee.
Bill questioned if the Park & Recreation Commission could have a website noting it would be a good way to keep the public informed of upcoming events, clean-up days and post photos. Discussion followed regarding the lack of a town website.
9. Adjournment
*A motion was made by Scot Thomas and seconded by Susan Dean to adjourn the meeting at 9:35 PM. Motion passed unanimously.
Regular Meeting April 13, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, April 13, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Scot Thomas (arrived at 7:48 PM)
Susan Dean
Glenn Johnson
Bill Silas
John Machold
Chairman Dan Colonia called the meeting to order at 7:38 PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of: - Regular Meeting held March 9, 2009
- Special meeting held March 19, 2009
*A motion was made by Glenn Johnson and seconded by Susan Dean to accept the minutes of the March 9, 2009 and March 19, 2009 meetings as written. John Machold abstained. Motion passed.
4. Visitors: Richard Otto, Wetttish Property Development advisor
5. Communications, Bills and Applications
a. The communications received were placed on the table for review by the Commission. Included was the permit received by Ron Imbriglio from the DEP for the Fishing Derby held 4/4 at Sheldon Field Pond, which is attached to these minutes.
b. The following bills were received:
Bill from American Carting, 4/1 to 4/30, in the amount of $ 75.00,
bill from Anthony Carri for 15 days in March, in the amount of $ 135.00,
bill from Beaver Trout Hatchery in the amount of $ 485.00,
bill from Killingworth Garage, dated 11/26/08, in the amount of $ 61.65,
bill from CL&P in the amount of $ 38.50,
second bill from CL&P in the amount of $ 38.50,
third bill from CL&P in the amount of $ 0.12,
bill from recording secretary Dawn Mooney, 3/9 & 3/19, in the amount of
$ 103.23.
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment of the above bills. Motion passed unanimously.
Glenn presented 2 bills he received: the first from Sima Well Drilling for pump rental, generator, 8 hours labor for the well test on the Wettish property, and the second, a duplicate bill from Weston & Sampson dated 3/4/09, including sales tax. Discussion followed regarding the well testing. Eric Auer and Glenn did the testing themselves with the equipment rented from Sima. Bill noted that the $10,000 already approved by the commission for well drilling and testing included this amount.
c. The following applications were received:
- Application from Tim Venuti of the Men’s Horseshoe League for use of horseshoe pits at Sheldon Park, 5/7 to 8/22, from 6:30 – 9:00 PM
*A motion was made by Susan Dean and seconded by Bill Silas to approve the application from the Men’s Horseshoe League for use of Sheldon Park from 5/7 to 8/22 from 6:30 – 9:00 PM and to authorize Susan Dean to send to the Men’s Horseshoe League the Park & Recreation guidelines regarding alcoholic beverages on Town fields. Motion passed unanimously.
- Application received from KES 2nd Grade, for the use of Sheldon Park on Monday, June 8, 2009 (rain date June 9) for Second Grade Picnic
*A motion was made by Bill Silas and seconded by Glenn Johnson to approve the application received from KES 2nd Grade, for the use of Sheldon Park on Monday, June 8, 2009 (rain date June 9) for Second Grade Picnic. Motion passed unanimously.
- Application received from Lori Marriot, of Shoreline Focus on Fitness, for the use of Sheldon Park from 5:45 AM to 7:45 AM from 6/22 to 8/21. Discussion followed regarding the deposit check received with the application and the commission agreed to return the check.
*A motion was made by Susan Dean and seconded by Glenn Johnson to approve the application received from Lori Marriot, of Shoreline Focus on Fitness, for the use of Sheldon Park from 5:45 AM to 7:45 AM from 6/22 to 8/21. Motion passed unanimously.
- Application received from HK Rec. for the use of Sheldon Park from 5:30PM to 7:30PM on Mondays or Tuesdays from 6/29/09 to 7/27/09 for the Summer Soccer program.
*A motion was made by Bill Silas and seconded by Glenn Johnson to approve application received from HK Rec. for the use of Sheldon Park from 5:30PM to 7:30PM on Mondays or Tuesdays from 6/29/09 to 7/27/09 for the Summer Soccer program. Motion passed unanimously.
-Dan discussed a telephone call he received earlier in the day from a Killingworth resident requesting approval to hold her 4 year old child’s birthday party with 8 guests at Sheldon Park. Dan instructed her to go ahead and use the park, informing her she did not need an application and approval for this type of party. Discussion followed regarding such an event and the commission agreed that the pavilion and playground are never reserved.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening account balance $ 20,024.72
Expenses $ 227.10
Ending balance $ 19,797.67
Bill presented a request form for purchase order #31 in the amount of $1776.00 for clay at Sheldon Park, a copy of which is attached to these minutes. He also discussed Arbor Gardens’ proposal to fertilize and lime Rocco, Sheldon and Bethke Fields, as follows:
Sheldon: fertilize @ $400.00 lime @ $300.00
Rocco: fertilize @ $300.00 lime @ $200.00
Bethke: fertilize @ $250.00 (+$100.00 lime @ $150.00
for outside back area)
Dan questioned if the fertilizers to be used are organic and Bill responded they are not, but he would get a cost. Discussion followed regarding the new regulations requiring use of organic products that Chris Kelly had emphasized, and Glenn stated it applies only to schools. Dan questioned if the commission wanted to do Sheldon field at all, noting it may be wasting money due to the upcoming redesign. The commission agreed that Sheldon should be aerated only.
*A motion was made by Bill Silas and seconded by Susan Dean to contract Arbor Gardens to fertilize and lime Rocco and Bethke fields. Motion passed unanimously.
Bill discussed the line item of $2700.00 for seed and fertilizer, and questioned if these could be put aside for use at Wettish Field, and a line item of $6000.00 for field maintenance. Discussion followed regarding saving seed for fall to over-seed Rocco and Bethke, noting that Sheldon Field is too far gone at this point. John noted that Bethke Field needs a spring clean-up, both inside and outside the fence, because a fall clean-up was not done. Bill also noted that gravel was needed for the parking lot at Sheldon Field.
*A motion was made by Susan Dean and seconded by John Machold to approve up to $600.00 for general clean up at Bethke Field. Motion passed unanimously.
*A motion was made by Bill Silas and seconded by John Machold to approve up to $900.00 for gravel for the parking lot at Sheldon Field. Motion passed unanimously.
7. Old Business
a. Parks and Field Maintenance/Evaluations
- Sheldon Park – Discussion of renovation and design at Sheldon Park was tabled until a later meeting. Scot mentioned that there are many nails in trees at Sheldon and noted that the pavilion needs paint. Discussion followed regarding using students earning community service hours, but the commission decided against it. Bill will get prices.
- Rocco Field – Kiosks will go up soon, possibly this coming weekend.
- Bethke Field – Dan stated that the Killingworth Animal Hospital has 2 unused gates in the woods and may be willing to donate one. The commission discussed measuring to determine if they are too large and possibly contacting the hospital.
b. Wettish Property Development
Bid documents/process – Glenn stated that 16 bidders attended the Pre-bid Meeting held on April 7th and noted that Addendum 2 go out tomorrow addressing the questions that arose at the meeting. Glenn summarized the issues giving the following examples: what if construction hits rock, 2 conduits vs. 2 plus 2 spare, questions regarding the STEAP Grant, … The biggest concern was irrigation, including coordination with the irrigation contractor, air testing the pipes, availability of water from sources other than the well. The commission noted that the irrigation and construction must be done simultaneously. Dan noted that it is essential to resolve the water/irrigation issue at the fields. He expressed concern with the issue of pinching pennies over irrigation at the risk of jeopardizing the bigger money being spent to construct the fields.
Glenn went on to explain that Addendum 1, regarding wage rates, was distributed at the Pre-bid Meeting. (A copy of the Legal Notice publication is attached to these minutes.) He stated that Addendum 2 will be emailed in PDF format the next day. Discussion followed regarding the bidding close. Dick Otto questioned advertisement in the Dodge Report, explaining that he could not find the project with the correct bid close date of April 23. Glenn stated that he would check the report. Dan then questioned the opening of the bids. Glenn stated the bids would be opened at 4:00 PM on April 23rd at the close of bidding. He went on to explain the process of opening the bids and assigning each a number, then determining the apparent low bidder and investigating their qualifications. Then the commission must take the lowest bid to the Board of Selectmen, Board of Finance and finally to Town Meeting. Dick cautioned the commission not to be fooled into believing the process will be easy or that the low bidder will be evident, noting that it is likely that several will be extremely close. It was noted that Weston & Sampson will assist in the process. John warned that it will be very difficult to review 16+ bids in 2 days. The commission then discussed a time line, targeting presentation to the Board of Selectmen at their April 27 meeting, then Board of Finance at their meeting on May 12, and finally to Town Meeting thereafter.
Irrigation – Glenn noted that he has nearly completed the irrigation specs, and he and Eric have discussed bidding options. Eric would like to bid the design for one field (Alt 1), then take the 3 lowest bids and negotiate the price for each of the other fields. Glenn would prefer to present the complete design for all the fields and then get bids for each field as Alts 1, 2, 3 and 4. Dick questioned the logic of taking the cost of the project to the Boards of Selectmen and Finance without the irrigation cost, and the group discussed the issues of putting the fields in without irrigation. The commission agreed that the cost of irrigation must go to the Boards as well as the construction costs. Glenn requested that the commission give direction regarding the 2 options for bidding irrigation and the commission concurred that bidding be request for each field as Alts 1, 2, 3 and 4, and once the bids are in the commission must go with the low bidder. The commission noted that the fields will not be irrigated at the same time, but the piping and laterals must be designed and sized from the start to get water to all the fields. Glenn hopes that irrigation can go out to bid with a shorter bidding window to allow proposals in hand by early May. Detailed discussion followed regarding going to the Boards with vs. without irrigation costs. Dan believes the commission should present construction costs first and then present irrigation costs as soon as possible. Dan noted that bids are to reflect contractor providing water without irrigation. It was also noted that it is a lump sum bid and not a line item bid, and Eric had already gotten a vendor estimate of $65,000 for the first field. Dan reiterated that commission’s concensus is to bid irrigation as Alts. 1, 2, 3 and 4.
Phase II – Discussion of Phase II was tabled until a later meeting.
c. Fishing Derby – Dan noted that the Fishing Derby was well-attended, with fun, lots of fish and prizes. The commission discussed the success of this year’s Fishing Derby noting the Derby’s cost was well under budget and expressed their thanks to Ron Imbriglio for the success of the event.
d. Membership – Dan stated he will call Richard Cabral regarding Rob Grasso’s membership on the commission, noting that the Democratic party has not submitted a name to fill the vacancy on the commission.
8. New Business
Old KP&RC Documents – The commission discussed the Park & Recreation documents dating back to the 1960-70’s found in the upstairs vault at Town Hall, and the group agreed to have the recording secretary sort the documents and save historical documents such as design plans. Other documents such as correspondence, applications and budgets will be submitted for destruction approval.
The commission discussed the letter received from the Mr. Fred Jackson (Wettish property neighbor) and his attorney, Carl P. Fortuna, Jr., regarding the well issue, and noted that Building Inspector Dick Layton has responded to the attorney.
Dan stated that he would like to contact the Charter Revision Committee to request that they look into the possibility of monetary donations to the Town being able to be directed for a particular purpose rather than automatically being applied to the General Fund. At present, monetary donations cannot be earmarked for a particular use, so individuals and organizations have had to donate their time and services, such as KYL donating the scoreboard at Rocco, and Gene Garguilo donating labor and materials for last years renovations to Rocco Field. Susan will write a letter to Susan Adinolfo, chairwoman of the Charter Revision Committee.
Bill questioned if the Park & Recreation Commission could have a website noting it would be a good way to keep the public informed of upcoming events, clean-up days and post photos. Discussion followed regarding the lack of a town website.
9. Adjournment
*A motion was made by Scot Thomas and seconded by Susan Dean to adjourn the meeting at 9:35 PM. Motion passed unanimously.
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