Regular Meeting May 11, 2009
Killingworth Park and Recreation Commission
Regular Meeting May 11, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, May 11, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Scot Thomas
Susan Dean
Glenn Johnson
Bill Silas (arrived at 7:55 PM)
Absent: John Machold
Chairman Dan Colonia called the meeting to order at 7:45 PM. Dan introduced and welcomed new commission member Rob Grasso.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of: - Regular Meeting held April 13, 2009
- Bid Opening Session April 23, 2009
- Special meeting held April 27, 2009
*A motion was made by Scot Thomas and seconded by Glenn Johnson to accept the minutes of the April 13, 2009 Regular Meeting, April 23, 2009 Bid Opening Session and April 27, 2009 Special Meeting as written. Rob Grasso abstained. Motion passed.
4. Visitors: Richard Otto, Wetttish Property Development advisor
5. Communications, Bills and Applications
a. The following communications were received:
Dan presented communications received from the Board of Selectmen, including an approved proposal from Conway Painting for painting the pavilion, dugouts and benches at Sheldon Field.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve the payment of $500.00 to Conway Painting upon completion of job for painting Sheldon Park pavilion, dugouts and benches. Motion passed unanimously.
Dan discussed a message he received from Dan Schuman requesting a practice field for his little league team. The commission agreed to refer the call to KYL, who schedules their own teams’ practices.
b. The following bills were received:
Supreme Forest Products (woodchips) $ 988.35
Langer Contractors (Bethke clearing) 75.00
Olson Sanitation (April) 219.00
Killingworth Garage 5.14
Anthony Carri (April) 270.00
Tilcon CT (Sheldon parking lot) 614.01
American Carting 75.00
Arbor Gardens (Rocco & Bethke Fields) 900.00
Dawn R. Mooney (recording sec.) 183.50
*A motion was made by Bill Silas and seconded by Susan Dean to approve payment of the above bills. Motion passed unanimously.
*A motion was made by Bill Silas and seconded by Susan Dean to approve payment of the following additional bills:
CL&P $ 78.09
CL&P 77.47
CL&P 77.78
Motion passed unanimously.
Dan presented a bill from Weston & Sampson in the amount of $6,750.00, detailed as $4,500 for bidding and construction document preparation and $2,250 for completion of initial contract. Bill noted that payment of $1,125 is recorded in the budget to date.
*A motion was made by Bill Silas and seconded by Glenn Johnson to approve payment to Weston & Sampson of $6,750.00 ($4,500.00 for bidding and construction document preparation and $2,250.00 for completion of initial contract) out of Wettish Property Development funds. Motion passed unanimously.
c. The following applications were received:
- Application from HK Rec. Dept. for the use of Sheldon Park 10:00 - 11:30 AM on Tuesdays and Thursdays from 6/23/09 to 8/4/09 for summer camps.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve the application received from HK Rec. Dept. for the use of Sheldon Park 10:00 - 11:30 AM on Tuesdays and Thursdays from 6/23/09 to 8/4/09 for summer camps. Motion passed unanimously.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening balance $ 19,807.62
Expenses 1,320.00
Ending balance $ 18,507.42 (29%of annual budget expended)
A discussion followed regarding the money remaining in the budget and Bill noted that the commission may give back between $4,000 and $5,000 to the Town. Bill also stated that $50,000 was put into next year’s budget for design of Sheldon Park. Discussion followed regarding the possibility of trails on the Wettish property noting it may be possible to include them in the budget. Glenn stated that he will contact Debby Butler. Dan also noted the need for signs prohibiting hunting, firearms & motorized vehicles, since there are no extra kiosks. The commission discussed marking the boundaries of the property to ensure hunters who get lost do not wander onto the property.
*A motion was made by Bill Silas and seconded by Glenn Johnson to spend $500.00 for signs prohibiting motorized vehicles and hunting on the Wettish property.
Motion passed unanimously.
7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Painting was discussed earlier in this meeting. Scot asked if the water was back on, and it was noted that Walter Adametz has not received the water test results. Bill volunteered to be the new contact person for Walter. It was also noted that some bases are missing, so Bill will follow up with KYL.
• Rocco – The new scoreboard was discussed as a welcome addition to Rocco Field.
• Bethke
- Gate – Discussion will follow at a later meeting.
b. Wettish Property Development
Glenn Johnson summarized the 16 bidders stating Venuti Enterprises, Inc. was the apparent low bidder. Glenn has contacted Venuti Enterprises, Inc. for the information not included in the bid, and they will provide it. Dan questioned if Glenn had contacted Schumack Engineered Construction and Glenn indicated he had not, but he had verified that Addendum 2 was sent to them. Dick stressed the need to contact them and the minutes of the April 27 meeting were read confirming a motion to do that. Glenn indicated he would make contact.
Glenn indicated the irrigation specs and documents are complete (noting that the well is a separate issue and not included) and have been sent to town attorney Mike Wells, First Selectman Richard Cabral, Dan and Eric Auer for approvals, to avoid the “go-around” of the construction documents. Discussion followed regarding the need for an equipment building/pump house and bidding this building. The commission discussed a shed-type or concrete block structure that could possibly house a small tank, electrical controls, pump circuit breaker and optional storage.
Glenn then explained the next step of bidding irrigation and registering the site with the DEP Stormwater Management Program. Glenn will complete the application.
*A motion was made by Scot Thomas and seconded by Bill Silas authorize payment of $500.00 from Wettish funds to apply to DEP for Stormwater Management Program approval. Motion passed unanimously.
Dan stated that he received a call from Richard Cabral for an update on the project and he will respond after this meeting. He also was contacted by John Figurelli of Weston & Sampson who has received several requests for submittals. Glenn noted that the contract has not yet been signed so there is not information to give out yet. Dan informed the commission that Richard Boston, the landscape architect on the project, was laid off by Weston & Sampson. Dan referred to the Weston & Sampson contract for the extent of their involvement in construction administration. Glenn stated that he could do that job but may have to refer back to them because they are the engineer of record and the contract was read aloud to clarify, noting that Weston & Sampson’s supplemental services are quoted at $26,000. Glenn believes that scope of involvement is not necessary and discussion followed. Dan believes enough money remains for these services if the commission chooses and further discussion followed. Dick Otto cautioned to follow closely the STEAP Grant requirements and not to cut the design professional out of the process. It was decided that Glenn would contact Weston & Sampson to discuss scope noting the commission has about one month to decide.
Discussion followed regarding the necessary coordination between the general and irrigation contractors and the importance of the information that must be supplied to each ahead of time. The depth of the sprinkler heads, laterals, top soil and the need for athletic field specific irrigation specs were also discussed.
Dick stressed the need to develop and abide by a written schedule to ensure the project is completed in a timely manner. Dan explained that the documents are now with the town attorney and he hopes to open the irrigation bids on or around May 29. Discussion followed regarding the option of going to Town Meeting with the irrigation figures that Eric Auer had received, and Scot expressed the need for contingency. Discussion followed regarding the time line. The option of delaying seeding until next spring was discussed but not supported. Dick asked the commission if they anticipate starting the project by July 1 and the commission expressed the desire to do so, but noted the Notice of Award cannot be made until the town votes. Dick suggested sending the general contractor and the irrigation contractor each other’s specs when the contracts are awarded and Glenn stated that there is extensive language in the contract regarding the coordination between the 2 contractors.
Timing of Wettish Phase II was discussed and Dan discussed the possibility of entering into a contract with Weston & Sampson or the option of having someone in-house handle it. Glenn suggested settling Phase I first and then tackling Phase II.
Dick questioned if all permits are in place and Glenn noted that the only outstanding issue is the Stormwater Management Program discussed earlier in the meeting.
8. New Business
No new business was presented.
9. Adjournment
*A motion was made by Bill Silas and seconded by Glenn Johnson to adjourn the meeting at 9:15 PM. Motion passed unanimously.
Regular Meeting May 11, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, May 11, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Scot Thomas
Susan Dean
Glenn Johnson
Bill Silas (arrived at 7:55 PM)
Absent: John Machold
Chairman Dan Colonia called the meeting to order at 7:45 PM. Dan introduced and welcomed new commission member Rob Grasso.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of: - Regular Meeting held April 13, 2009
- Bid Opening Session April 23, 2009
- Special meeting held April 27, 2009
*A motion was made by Scot Thomas and seconded by Glenn Johnson to accept the minutes of the April 13, 2009 Regular Meeting, April 23, 2009 Bid Opening Session and April 27, 2009 Special Meeting as written. Rob Grasso abstained. Motion passed.
4. Visitors: Richard Otto, Wetttish Property Development advisor
5. Communications, Bills and Applications
a. The following communications were received:
Dan presented communications received from the Board of Selectmen, including an approved proposal from Conway Painting for painting the pavilion, dugouts and benches at Sheldon Field.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve the payment of $500.00 to Conway Painting upon completion of job for painting Sheldon Park pavilion, dugouts and benches. Motion passed unanimously.
Dan discussed a message he received from Dan Schuman requesting a practice field for his little league team. The commission agreed to refer the call to KYL, who schedules their own teams’ practices.
b. The following bills were received:
Supreme Forest Products (woodchips) $ 988.35
Langer Contractors (Bethke clearing) 75.00
Olson Sanitation (April) 219.00
Killingworth Garage 5.14
Anthony Carri (April) 270.00
Tilcon CT (Sheldon parking lot) 614.01
American Carting 75.00
Arbor Gardens (Rocco & Bethke Fields) 900.00
Dawn R. Mooney (recording sec.) 183.50
*A motion was made by Bill Silas and seconded by Susan Dean to approve payment of the above bills. Motion passed unanimously.
*A motion was made by Bill Silas and seconded by Susan Dean to approve payment of the following additional bills:
CL&P $ 78.09
CL&P 77.47
CL&P 77.78
Motion passed unanimously.
Dan presented a bill from Weston & Sampson in the amount of $6,750.00, detailed as $4,500 for bidding and construction document preparation and $2,250 for completion of initial contract. Bill noted that payment of $1,125 is recorded in the budget to date.
*A motion was made by Bill Silas and seconded by Glenn Johnson to approve payment to Weston & Sampson of $6,750.00 ($4,500.00 for bidding and construction document preparation and $2,250.00 for completion of initial contract) out of Wettish Property Development funds. Motion passed unanimously.
c. The following applications were received:
- Application from HK Rec. Dept. for the use of Sheldon Park 10:00 - 11:30 AM on Tuesdays and Thursdays from 6/23/09 to 8/4/09 for summer camps.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve the application received from HK Rec. Dept. for the use of Sheldon Park 10:00 - 11:30 AM on Tuesdays and Thursdays from 6/23/09 to 8/4/09 for summer camps. Motion passed unanimously.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening balance $ 19,807.62
Expenses 1,320.00
Ending balance $ 18,507.42 (29%of annual budget expended)
A discussion followed regarding the money remaining in the budget and Bill noted that the commission may give back between $4,000 and $5,000 to the Town. Bill also stated that $50,000 was put into next year’s budget for design of Sheldon Park. Discussion followed regarding the possibility of trails on the Wettish property noting it may be possible to include them in the budget. Glenn stated that he will contact Debby Butler. Dan also noted the need for signs prohibiting hunting, firearms & motorized vehicles, since there are no extra kiosks. The commission discussed marking the boundaries of the property to ensure hunters who get lost do not wander onto the property.
*A motion was made by Bill Silas and seconded by Glenn Johnson to spend $500.00 for signs prohibiting motorized vehicles and hunting on the Wettish property.
Motion passed unanimously.
7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Painting was discussed earlier in this meeting. Scot asked if the water was back on, and it was noted that Walter Adametz has not received the water test results. Bill volunteered to be the new contact person for Walter. It was also noted that some bases are missing, so Bill will follow up with KYL.
• Rocco – The new scoreboard was discussed as a welcome addition to Rocco Field.
• Bethke
- Gate – Discussion will follow at a later meeting.
b. Wettish Property Development
Glenn Johnson summarized the 16 bidders stating Venuti Enterprises, Inc. was the apparent low bidder. Glenn has contacted Venuti Enterprises, Inc. for the information not included in the bid, and they will provide it. Dan questioned if Glenn had contacted Schumack Engineered Construction and Glenn indicated he had not, but he had verified that Addendum 2 was sent to them. Dick stressed the need to contact them and the minutes of the April 27 meeting were read confirming a motion to do that. Glenn indicated he would make contact.
Glenn indicated the irrigation specs and documents are complete (noting that the well is a separate issue and not included) and have been sent to town attorney Mike Wells, First Selectman Richard Cabral, Dan and Eric Auer for approvals, to avoid the “go-around” of the construction documents. Discussion followed regarding the need for an equipment building/pump house and bidding this building. The commission discussed a shed-type or concrete block structure that could possibly house a small tank, electrical controls, pump circuit breaker and optional storage.
Glenn then explained the next step of bidding irrigation and registering the site with the DEP Stormwater Management Program. Glenn will complete the application.
*A motion was made by Scot Thomas and seconded by Bill Silas authorize payment of $500.00 from Wettish funds to apply to DEP for Stormwater Management Program approval. Motion passed unanimously.
Dan stated that he received a call from Richard Cabral for an update on the project and he will respond after this meeting. He also was contacted by John Figurelli of Weston & Sampson who has received several requests for submittals. Glenn noted that the contract has not yet been signed so there is not information to give out yet. Dan informed the commission that Richard Boston, the landscape architect on the project, was laid off by Weston & Sampson. Dan referred to the Weston & Sampson contract for the extent of their involvement in construction administration. Glenn stated that he could do that job but may have to refer back to them because they are the engineer of record and the contract was read aloud to clarify, noting that Weston & Sampson’s supplemental services are quoted at $26,000. Glenn believes that scope of involvement is not necessary and discussion followed. Dan believes enough money remains for these services if the commission chooses and further discussion followed. Dick Otto cautioned to follow closely the STEAP Grant requirements and not to cut the design professional out of the process. It was decided that Glenn would contact Weston & Sampson to discuss scope noting the commission has about one month to decide.
Discussion followed regarding the necessary coordination between the general and irrigation contractors and the importance of the information that must be supplied to each ahead of time. The depth of the sprinkler heads, laterals, top soil and the need for athletic field specific irrigation specs were also discussed.
Dick stressed the need to develop and abide by a written schedule to ensure the project is completed in a timely manner. Dan explained that the documents are now with the town attorney and he hopes to open the irrigation bids on or around May 29. Discussion followed regarding the option of going to Town Meeting with the irrigation figures that Eric Auer had received, and Scot expressed the need for contingency. Discussion followed regarding the time line. The option of delaying seeding until next spring was discussed but not supported. Dick asked the commission if they anticipate starting the project by July 1 and the commission expressed the desire to do so, but noted the Notice of Award cannot be made until the town votes. Dick suggested sending the general contractor and the irrigation contractor each other’s specs when the contracts are awarded and Glenn stated that there is extensive language in the contract regarding the coordination between the 2 contractors.
Timing of Wettish Phase II was discussed and Dan discussed the possibility of entering into a contract with Weston & Sampson or the option of having someone in-house handle it. Glenn suggested settling Phase I first and then tackling Phase II.
Dick questioned if all permits are in place and Glenn noted that the only outstanding issue is the Stormwater Management Program discussed earlier in the meeting.
8. New Business
No new business was presented.
9. Adjournment
*A motion was made by Bill Silas and seconded by Glenn Johnson to adjourn the meeting at 9:15 PM. Motion passed unanimously.
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