Regular Meeting March 9, 2009
Killingworth Park and Recreation Commission
Regular Meeting March 9, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, March 9, 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
Chairman Dan Colonia called the meeting to order at 7:40 PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of:
- Regular Meeting held February 9, 2009
*A motion was made by Bill Silas and seconded by Susan Dean to accept the minutes of the February 9, 2009, meeting. Motion passed unanimously.
- Special meeting held March 5, 2009
*A motion was made by Susan Dean and seconded by Glenn Johnson to accept the minutes of the March 5, 2009 special meeting. Bill Silas abstained. Motion passed.
4. Visitors: Eric Auer
Richard Otto
(Discussion of Wettish Property Development was moved up to this point of the meeting to accommodate the visitors)
Bid documents/process – Dan noted that the commission received only one
printed copy of the bidding documents and Weston & Sampson is asking to be compensated three hours for creation of a PDF document. Dan noted that he is able to make a PDF file from a printed document, and Scot Thomas suggested a retail store such as Service Point. Eric noted that the document states the fee for the bidding documents is “refundable” but should be “non-refundable,” and also questioned drainage and the DEP approval. Glenn Johnson noted that he is handling that issue but it must be submitted 30 days prior to construction. Detailed discussion followed regarding the DEP turn-around time, “Storm Water Management” booklet and process. Glen noted that he has developed a checklist and is very familiar with the application process. The group agreed that State policies must be followed to avoid fines and noted that the State could conduct an inspection at any time. Dan questioned who would like a copy of the bidding documents, and Bill Silas questioned putting the information on disks. Discussion followed regarding paper versus electronic copies, and Glenn voiced concern that changes could be made to PDF files. Eric added that Attorney Wells wants to review the final document before it is made available, and Glenn added that the document was reviewed and approved by Weston & Sampson’s legal department. Eric further noted that the document is cumbersome with sections that overlap. Discussion concluded with Glenn stating he will ask for another copy, preferably electronic, and get copy to Attorney Wells as soon as possible.
Dick Otto questioned how this new document is different from the original and Eric questioned the process to address RFI’s. Glen answered that everything the commission questioned in the original document was addressed and/or corrected in this final copy, and added that the commission could issue an addendum, if necessary, to make further changes or clarifications. The commission then discussed a “Pre-bid Meeting” but Glenn could not find that in the document. Dick questioned if it could be addressed in the cover letter and Glenn noted it could be included in the Invitation to Bid. The commission discussed the benefits of holding such a meeting and agreed there were no drawbacks. Dan read from the minutes of the February 9, 2009 meeting stating, “Glen added that the bidding should be advertised in the paper with a 30-day window (possibly the month of March) and suggested a pre-bid meeting to answer potential bidders’ questions. Plans for these meetings will be finalized at the next commission meeting on February 19th.” Dan noted that the February 19th meeting never occurred.
Irrigation – Eric discussed the details of the drainage piping and fittings on the Weston &
Sampson plan, noting the 2” piping may not be necessary. Glen noted that he would like the plan corrected before going to bid wanting to avoid bidding overlaps. Eric added that the irrigation contractor will work around the drainage plan, noting that drainage comes first. Eric stated that he has irrigation designs already, and Dan suggested adding a noting on the plan “By Others” to avoid confusion and eliminate duplicate bidding.
Eric has rough numbers for each field and hard numbers for materials. In general, Eric states it will cost about $65K for pump in well, all main lines and to completely irrigate one field, noting smaller fields would cost about $15-17K each. In total, projected cost is $120-130K to irrigate all the fields, but Eric noted another well may be necessary unless a strict timed schedule of every other day watering is adopted. Discussion followed regarding irrigation documents noting it is a separate contract and must adhere to the State’s prevailing wage guidelines, insurance requirements, … Eric noted that this gives a way to manage expenses and saves the money Weston & Sampson would have charged for irrigation design. Dan questioned when the commission can have bidding documents ready for irrigation. Glen responded the first the construction project must go out to bid, then get the site registered (about one week) and then prepare the irrigation documents. A main issue is that the irrigation contractor must coordinate with the general contractor and this could result in additional costs. Eric stated that the irrigation contractor could go in after the general construction was complete, but Glen cautioned that could nullify the contractor’s guarantee. Eric and Glenn agreed that if both contractors are reputable, then they will work out the coordination. Discussion followed regarding the process. Eric cautioned that the only number in the process he is unsure about is the cost for the stone wall work depending on the interpretation of loose walls versus masonry walls.
Dan questioned the time delay from contacting the Hartford Courant until the notice appears in the paper, and Glenn answered two to three days. Detailed discussion followed regarding the timeline for the project noting the project would not meet the original goal of opening the bids the week of April 6. Also discussed were additional publications to advertise the opening of bidding, and Scot offered to investigate Construction News and the Dodge Report. Dan noted he has already received telephone calls from bidders and mentioned that a bidder attended the informational meeting. The commission set a new target date of March 20th to get the notice of bidding to the Hartford Courant for publication. Dan stated he will check with Carol Gordon for advertising specifics. The commission agrees they will likely hear from many bidders because of the range of the project and today’s economic conditions. Discussion followed to set an advertising budget.
*A motion was made by Susan Dean and seconded by Scot Thomas to authorize payment of up to $1000.00 to advertise the Wettish Project bidding. Motion passed unanimously.
Bill questioned the number of copies of the bidding documents to have available and the charge. It was agreed that the documents would be available only at Town Hall because every bidder must register and pay. For reference, the Burr Hill Road bridge project received 20 bidders and this project is expected to receive more. Weston & Sampson will provide 10 copies, per contract, and will charge to produce more. Glenn will get price from Weston & Sampson for 25 additional sets to start.
Eric questioned the actual cost to print the bidding documents and suggested the price be increased from $75 to $100. Dick questioned if additional copies will be needed to bid the irrigation and suggested that the fees could be refundable to save the expense of additional printing. Additionally, seven copies must be provided to the general contractor selected for the project. Detailed discussion followed regarding refundable fee versus non-refundable, noting that even with a refundable fee, some copies will not be returned. Dan cautioned that every $1000 spent impacts the project, and the group agreed to make the $100 fee refundable. Carol Gordon will hold the checks and return them to the bidder if the bidding documents are returned in good condition. Scot questioned the period for bidders to pick up the bidding documents and the group agreed the documents could be picked up at any time in the 30-day period. Eric questioned when the group would hold the Pre-Bid Meeting and Glenn suggested about 10 days prior to bidding to allow time to prepare an addendum if necessary. Discussion followed reviewing document costs, time frames and STEAP Grant requirements.
Phase II – Dan discussed the possibility of trying to complete Phase II (baseball field)
within the schedule of the current design or waiting about six months. Glenn noted that it must be coordinated with the Sheldon Field re-design and since there is not yet a firm design, the project could not happen in this same timeframe. Dan added that it is time to ask the Town for funding and discussed the second STEAP Grant of $150K for Wettish and $250K for Sheldon. Eric met with Richard Cabral who suggested starting Wettish bidding to get firm numbers, then if there is a shortfall the project can fund the second access road and baseball field with the $150K STEAP funds. Dan cautioned not to move too far into the process, because Sheldon re-design could be delayed.
A brief discussion of solar power options at the Wettish property followed. As Dan has previously stated, there are very few possible uses of solar power in the project since the well pump and irrigation system require too much power.
5. Communications, Bills and Applications
a. The following bills were presented:
Bill from CL&P in the amount of $ 38.50,
Second bill from CL&P in the amount of $ 0.09,
Third bill from CL&P in the amount of $38.66,
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment to CL&P for three bills in the amounts of $38.50, $0.09 and $38.66. Motion passed unanimously.
Bill from Dawn Mooney, recording secretary, for the period from January 20, to March 5, 2009, in the amount of $149.85.
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment to recording secretary Dawn Mooney for the period from January 20 to March 5, 2009 in the amount of $149.85. Motion passed unanimously.
b. The following applications were received:
-Application from KYL for upper Sheldon, Mon– Fri, 5:00PM to dusk, Sat 9:00AM to 3:30PM, starting 4/1/09.
-Application from HK Soccer Club for upper Sheldon field any one day/week, lower field on Weds. and additional weekend times.
In-depth discussion of scheduling followed in an attempt to accommodate all requests and avoid conflict and overlap. Bill Silas noted that last year soccer players were warming up in the outfield while baseball games were still going on. The commission agreed that this was not allowed, and decided to cut the KYL time to 2:30PM and allow soccer warm-up at 3:00 for 3:30 games. Susan will notify Alan Kostek and Shelly Cumpstone of schedule changes. Scot will notify the soccer club that warming-up on the field cannot start until the baseball game ends. Susan Dean noted that applications have not yet been received from Babe Ruth or Men’s Softball. Bill noted he would fill out the Babe Ruth request and Glenn spoke to the Men’s Softball request noting it would be the same as last year (Mon nights) and the league will give back any unneeded nights.
*A motion was made by Susan Dean and seconded by Glenn Johnson to approve the usage schedule for the upper and lower fields at Sheldon Park, Rocco Reale Field and Bethke Field, as discussed. Motion passed unanimously.
-Application from Donna DiGregorio, KES Teacher, for the use of Sheldon Park on Wednesday, June 10, 2009 (rain date June 11) for First Grade Picnic.
*A motion was made by Susan Dean and seconded by Bill Silas to approve application received from Donna DiGregorio, KES Teacher, for the use of Sheldon Park on Wednesday, June 10, 2009 (rain date June 11) for First Grade Picnic. Motion passed unanimously.
-Application from HK Rec. Dept. for the use of Sheldon Park from 5:30PM to 7:30PM on Mondays from 6/29/09 to 7/27/09 and Tuesdays from 7/2/09 to 7/30/09 for the “Summer Soccer Fun” program.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve application received from HK Rec. for the use of Sheldon Park from 5:30PM to 7:30PM on Mondays from 6/29/09 to 7/27/09 and Tuesdays from 7/2/09 to 7/30/09 for the “Summer Soccer Fun” program. Motion passed unanimously.
(Susan noted she needs the Men’s Softball schedule to coordinate with “Summer Soccer Fun.”)
c. The following communication was received:
Dan read to the commission a letter he received from Jim MacDonald, Fire Marshall, (a copy of which is attached to these minutes) requesting the development plan for the Wettish fields be amended to include a 20K gallon water tank to provide fire protection for neighboring properties. Discussion followed regarding the approximate $30-50K cost. Dan noted that there is no money in the budget for this tank and that the project is too far in the process to amend at this time. Additionally, including such a tank would require more land be cleared, The commission’s consensus was that if the fire department wants to put a tank on the property, they must get permission to do so from the town and pay for the tank. Susan Dean will write the response to the letter.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening account balance (2/1) $ 20,024.72
Expenses $ 0.00
Ending balance $ 20,024.72
Bill noted he had not yet heard from the Board of Selectmen regarding the 2009-2010 budget. He also noted that he had submitted two Capital Expense requests for the 2009-2010 fiscal year: $15,000.00 for a new commercial grade mower & trailer, and $50,000.00 for engineering and re-design of Sheldon Park. (Copies of requests are attached to these minutes.)
7. Old Business
- Sheldon Park – Scot questioned whether the spring animal on the playground was repaired, since spring is coming and the field would again be used. Dan said he would call Walter to find out.
- Rocco Field – Dan noted that he was asked by Mike Epright of KYL to present the plan to install a scoreboard at Rocco field. The scoreboard (to be located away from the road toward left field), its installation and its maintenance will be donated by KYL and it will be using the same electrical feed as the compactor. Dan and the commission agreed. Planning & Zoning have given approval with one open question: the drawings show footings but do not specify depth. Glenn offered to determine the necessary depth as an engineer independent of Park & Rec. KYL must then pull all necessary permits and follow the direction of Building Inspector Dick Leighton. Bill cautioned to be careful of liability. Discussion followed and noted that the installation must be to code.
*A motion was made by Bill Silas and seconded by Scot Thomas to recommend to the Planning & Zoning Commission the installation of the discussed scoreboard at Rocco Reale Field. Motion passed unanimously.
-Bethke Field – Dan stated he would like to place the order for the gate, and noted he will call Richard Cabral to explain that he feels it is essential for safety reasons. Bill will take over the issue since Chris Kelly was handling it before he resigned and Dan offered to send all the information to Bill.
-Wettish Property Development – discussed earlier in this meeting.
8. New Business
-Sheldon Park – Dan questioned if it was time to start process to select a design firm for the Sheldon Park re-design, noting the commission needed to decide what facilities to put there. Bill stated that the commission has approximately $4,000. Glenn offered to work on it to provide bidding and design documents and stated he would contact Roger Nemergut, who is a personal friend and business associate, noting a design firm may not be needed. Glenn noted there would not be as much earth work as at Wettish, but would need to change layout. Dan would like to form a sub-committee to look at the town’s needs, noting the surveys already done, and the report from Cloth Harbor. Scot offered to make copies of the plans.
- Fishing Derby - Ron Imbruglio contacted Susan Otto and she sent the information to Dan. Dan stated he would speak with Richard Cabral about the Derby, noting this is the only event that Park & Recreation Commission sponsors, and the commission considers it essential and wants to continue. Last year’s cost was $1,100.00, but Glenn cautioned that the cost of the fish may have gone up. Scot will contact Susan Otto because she had offered to continue handling it.
- Membership – Bill recommended that Rob Grasso be considered to join the commission, adding that he lives on Parker Hill Road. Dan noted that he had inquired about a position on the commission approximately 9 months ago but at that time there were no vacancies. Dan questioned how long he had to wait to recommend a candidate to the Selectmen.
9. Adjournment
*A motion was made by Glenn Johnson and seconded by Scot Thomas to adjourn the meeting at 10:09 PM. Motion passed unanimously.
Regular Meeting March 9, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, March 9, 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
Chairman Dan Colonia called the meeting to order at 7:40 PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of:
- Regular Meeting held February 9, 2009
*A motion was made by Bill Silas and seconded by Susan Dean to accept the minutes of the February 9, 2009, meeting. Motion passed unanimously.
- Special meeting held March 5, 2009
*A motion was made by Susan Dean and seconded by Glenn Johnson to accept the minutes of the March 5, 2009 special meeting. Bill Silas abstained. Motion passed.
4. Visitors: Eric Auer
Richard Otto
(Discussion of Wettish Property Development was moved up to this point of the meeting to accommodate the visitors)
Bid documents/process – Dan noted that the commission received only one
printed copy of the bidding documents and Weston & Sampson is asking to be compensated three hours for creation of a PDF document. Dan noted that he is able to make a PDF file from a printed document, and Scot Thomas suggested a retail store such as Service Point. Eric noted that the document states the fee for the bidding documents is “refundable” but should be “non-refundable,” and also questioned drainage and the DEP approval. Glenn Johnson noted that he is handling that issue but it must be submitted 30 days prior to construction. Detailed discussion followed regarding the DEP turn-around time, “Storm Water Management” booklet and process. Glen noted that he has developed a checklist and is very familiar with the application process. The group agreed that State policies must be followed to avoid fines and noted that the State could conduct an inspection at any time. Dan questioned who would like a copy of the bidding documents, and Bill Silas questioned putting the information on disks. Discussion followed regarding paper versus electronic copies, and Glenn voiced concern that changes could be made to PDF files. Eric added that Attorney Wells wants to review the final document before it is made available, and Glenn added that the document was reviewed and approved by Weston & Sampson’s legal department. Eric further noted that the document is cumbersome with sections that overlap. Discussion concluded with Glenn stating he will ask for another copy, preferably electronic, and get copy to Attorney Wells as soon as possible.
Dick Otto questioned how this new document is different from the original and Eric questioned the process to address RFI’s. Glen answered that everything the commission questioned in the original document was addressed and/or corrected in this final copy, and added that the commission could issue an addendum, if necessary, to make further changes or clarifications. The commission then discussed a “Pre-bid Meeting” but Glenn could not find that in the document. Dick questioned if it could be addressed in the cover letter and Glenn noted it could be included in the Invitation to Bid. The commission discussed the benefits of holding such a meeting and agreed there were no drawbacks. Dan read from the minutes of the February 9, 2009 meeting stating, “Glen added that the bidding should be advertised in the paper with a 30-day window (possibly the month of March) and suggested a pre-bid meeting to answer potential bidders’ questions. Plans for these meetings will be finalized at the next commission meeting on February 19th.” Dan noted that the February 19th meeting never occurred.
Irrigation – Eric discussed the details of the drainage piping and fittings on the Weston &
Sampson plan, noting the 2” piping may not be necessary. Glen noted that he would like the plan corrected before going to bid wanting to avoid bidding overlaps. Eric added that the irrigation contractor will work around the drainage plan, noting that drainage comes first. Eric stated that he has irrigation designs already, and Dan suggested adding a noting on the plan “By Others” to avoid confusion and eliminate duplicate bidding.
Eric has rough numbers for each field and hard numbers for materials. In general, Eric states it will cost about $65K for pump in well, all main lines and to completely irrigate one field, noting smaller fields would cost about $15-17K each. In total, projected cost is $120-130K to irrigate all the fields, but Eric noted another well may be necessary unless a strict timed schedule of every other day watering is adopted. Discussion followed regarding irrigation documents noting it is a separate contract and must adhere to the State’s prevailing wage guidelines, insurance requirements, … Eric noted that this gives a way to manage expenses and saves the money Weston & Sampson would have charged for irrigation design. Dan questioned when the commission can have bidding documents ready for irrigation. Glen responded the first the construction project must go out to bid, then get the site registered (about one week) and then prepare the irrigation documents. A main issue is that the irrigation contractor must coordinate with the general contractor and this could result in additional costs. Eric stated that the irrigation contractor could go in after the general construction was complete, but Glen cautioned that could nullify the contractor’s guarantee. Eric and Glenn agreed that if both contractors are reputable, then they will work out the coordination. Discussion followed regarding the process. Eric cautioned that the only number in the process he is unsure about is the cost for the stone wall work depending on the interpretation of loose walls versus masonry walls.
Dan questioned the time delay from contacting the Hartford Courant until the notice appears in the paper, and Glenn answered two to three days. Detailed discussion followed regarding the timeline for the project noting the project would not meet the original goal of opening the bids the week of April 6. Also discussed were additional publications to advertise the opening of bidding, and Scot offered to investigate Construction News and the Dodge Report. Dan noted he has already received telephone calls from bidders and mentioned that a bidder attended the informational meeting. The commission set a new target date of March 20th to get the notice of bidding to the Hartford Courant for publication. Dan stated he will check with Carol Gordon for advertising specifics. The commission agrees they will likely hear from many bidders because of the range of the project and today’s economic conditions. Discussion followed to set an advertising budget.
*A motion was made by Susan Dean and seconded by Scot Thomas to authorize payment of up to $1000.00 to advertise the Wettish Project bidding. Motion passed unanimously.
Bill questioned the number of copies of the bidding documents to have available and the charge. It was agreed that the documents would be available only at Town Hall because every bidder must register and pay. For reference, the Burr Hill Road bridge project received 20 bidders and this project is expected to receive more. Weston & Sampson will provide 10 copies, per contract, and will charge to produce more. Glenn will get price from Weston & Sampson for 25 additional sets to start.
Eric questioned the actual cost to print the bidding documents and suggested the price be increased from $75 to $100. Dick questioned if additional copies will be needed to bid the irrigation and suggested that the fees could be refundable to save the expense of additional printing. Additionally, seven copies must be provided to the general contractor selected for the project. Detailed discussion followed regarding refundable fee versus non-refundable, noting that even with a refundable fee, some copies will not be returned. Dan cautioned that every $1000 spent impacts the project, and the group agreed to make the $100 fee refundable. Carol Gordon will hold the checks and return them to the bidder if the bidding documents are returned in good condition. Scot questioned the period for bidders to pick up the bidding documents and the group agreed the documents could be picked up at any time in the 30-day period. Eric questioned when the group would hold the Pre-Bid Meeting and Glenn suggested about 10 days prior to bidding to allow time to prepare an addendum if necessary. Discussion followed reviewing document costs, time frames and STEAP Grant requirements.
Phase II – Dan discussed the possibility of trying to complete Phase II (baseball field)
within the schedule of the current design or waiting about six months. Glenn noted that it must be coordinated with the Sheldon Field re-design and since there is not yet a firm design, the project could not happen in this same timeframe. Dan added that it is time to ask the Town for funding and discussed the second STEAP Grant of $150K for Wettish and $250K for Sheldon. Eric met with Richard Cabral who suggested starting Wettish bidding to get firm numbers, then if there is a shortfall the project can fund the second access road and baseball field with the $150K STEAP funds. Dan cautioned not to move too far into the process, because Sheldon re-design could be delayed.
A brief discussion of solar power options at the Wettish property followed. As Dan has previously stated, there are very few possible uses of solar power in the project since the well pump and irrigation system require too much power.
5. Communications, Bills and Applications
a. The following bills were presented:
Bill from CL&P in the amount of $ 38.50,
Second bill from CL&P in the amount of $ 0.09,
Third bill from CL&P in the amount of $38.66,
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment to CL&P for three bills in the amounts of $38.50, $0.09 and $38.66. Motion passed unanimously.
Bill from Dawn Mooney, recording secretary, for the period from January 20, to March 5, 2009, in the amount of $149.85.
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment to recording secretary Dawn Mooney for the period from January 20 to March 5, 2009 in the amount of $149.85. Motion passed unanimously.
b. The following applications were received:
-Application from KYL for upper Sheldon, Mon– Fri, 5:00PM to dusk, Sat 9:00AM to 3:30PM, starting 4/1/09.
-Application from HK Soccer Club for upper Sheldon field any one day/week, lower field on Weds. and additional weekend times.
In-depth discussion of scheduling followed in an attempt to accommodate all requests and avoid conflict and overlap. Bill Silas noted that last year soccer players were warming up in the outfield while baseball games were still going on. The commission agreed that this was not allowed, and decided to cut the KYL time to 2:30PM and allow soccer warm-up at 3:00 for 3:30 games. Susan will notify Alan Kostek and Shelly Cumpstone of schedule changes. Scot will notify the soccer club that warming-up on the field cannot start until the baseball game ends. Susan Dean noted that applications have not yet been received from Babe Ruth or Men’s Softball. Bill noted he would fill out the Babe Ruth request and Glenn spoke to the Men’s Softball request noting it would be the same as last year (Mon nights) and the league will give back any unneeded nights.
*A motion was made by Susan Dean and seconded by Glenn Johnson to approve the usage schedule for the upper and lower fields at Sheldon Park, Rocco Reale Field and Bethke Field, as discussed. Motion passed unanimously.
-Application from Donna DiGregorio, KES Teacher, for the use of Sheldon Park on Wednesday, June 10, 2009 (rain date June 11) for First Grade Picnic.
*A motion was made by Susan Dean and seconded by Bill Silas to approve application received from Donna DiGregorio, KES Teacher, for the use of Sheldon Park on Wednesday, June 10, 2009 (rain date June 11) for First Grade Picnic. Motion passed unanimously.
-Application from HK Rec. Dept. for the use of Sheldon Park from 5:30PM to 7:30PM on Mondays from 6/29/09 to 7/27/09 and Tuesdays from 7/2/09 to 7/30/09 for the “Summer Soccer Fun” program.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve application received from HK Rec. for the use of Sheldon Park from 5:30PM to 7:30PM on Mondays from 6/29/09 to 7/27/09 and Tuesdays from 7/2/09 to 7/30/09 for the “Summer Soccer Fun” program. Motion passed unanimously.
(Susan noted she needs the Men’s Softball schedule to coordinate with “Summer Soccer Fun.”)
c. The following communication was received:
Dan read to the commission a letter he received from Jim MacDonald, Fire Marshall, (a copy of which is attached to these minutes) requesting the development plan for the Wettish fields be amended to include a 20K gallon water tank to provide fire protection for neighboring properties. Discussion followed regarding the approximate $30-50K cost. Dan noted that there is no money in the budget for this tank and that the project is too far in the process to amend at this time. Additionally, including such a tank would require more land be cleared, The commission’s consensus was that if the fire department wants to put a tank on the property, they must get permission to do so from the town and pay for the tank. Susan Dean will write the response to the letter.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening account balance (2/1) $ 20,024.72
Expenses $ 0.00
Ending balance $ 20,024.72
Bill noted he had not yet heard from the Board of Selectmen regarding the 2009-2010 budget. He also noted that he had submitted two Capital Expense requests for the 2009-2010 fiscal year: $15,000.00 for a new commercial grade mower & trailer, and $50,000.00 for engineering and re-design of Sheldon Park. (Copies of requests are attached to these minutes.)
7. Old Business
- Sheldon Park – Scot questioned whether the spring animal on the playground was repaired, since spring is coming and the field would again be used. Dan said he would call Walter to find out.
- Rocco Field – Dan noted that he was asked by Mike Epright of KYL to present the plan to install a scoreboard at Rocco field. The scoreboard (to be located away from the road toward left field), its installation and its maintenance will be donated by KYL and it will be using the same electrical feed as the compactor. Dan and the commission agreed. Planning & Zoning have given approval with one open question: the drawings show footings but do not specify depth. Glenn offered to determine the necessary depth as an engineer independent of Park & Rec. KYL must then pull all necessary permits and follow the direction of Building Inspector Dick Leighton. Bill cautioned to be careful of liability. Discussion followed and noted that the installation must be to code.
*A motion was made by Bill Silas and seconded by Scot Thomas to recommend to the Planning & Zoning Commission the installation of the discussed scoreboard at Rocco Reale Field. Motion passed unanimously.
-Bethke Field – Dan stated he would like to place the order for the gate, and noted he will call Richard Cabral to explain that he feels it is essential for safety reasons. Bill will take over the issue since Chris Kelly was handling it before he resigned and Dan offered to send all the information to Bill.
-Wettish Property Development – discussed earlier in this meeting.
8. New Business
-Sheldon Park – Dan questioned if it was time to start process to select a design firm for the Sheldon Park re-design, noting the commission needed to decide what facilities to put there. Bill stated that the commission has approximately $4,000. Glenn offered to work on it to provide bidding and design documents and stated he would contact Roger Nemergut, who is a personal friend and business associate, noting a design firm may not be needed. Glenn noted there would not be as much earth work as at Wettish, but would need to change layout. Dan would like to form a sub-committee to look at the town’s needs, noting the surveys already done, and the report from Cloth Harbor. Scot offered to make copies of the plans.
- Fishing Derby - Ron Imbruglio contacted Susan Otto and she sent the information to Dan. Dan stated he would speak with Richard Cabral about the Derby, noting this is the only event that Park & Recreation Commission sponsors, and the commission considers it essential and wants to continue. Last year’s cost was $1,100.00, but Glenn cautioned that the cost of the fish may have gone up. Scot will contact Susan Otto because she had offered to continue handling it.
- Membership – Bill recommended that Rob Grasso be considered to join the commission, adding that he lives on Parker Hill Road. Dan noted that he had inquired about a position on the commission approximately 9 months ago but at that time there were no vacancies. Dan questioned how long he had to wait to recommend a candidate to the Selectmen.
9. Adjournment
*A motion was made by Glenn Johnson and seconded by Scot Thomas to adjourn the meeting at 10:09 PM. Motion passed unanimously.
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