Regular Meeting November 9, 2009
Killingworth Park and Recreation Commission
Regular Meeting November 9, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, November 9, 2009, at 8:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Susan Dean
Rob Grasso
Glenn Johnson
John Machold
Bill Silas
Scot Thomas
Chairman Dan Colonia called the meeting to order at 8:15 PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of:
- Regular Meeting held October 5, 2009
*A motion was made by Bill Silas and seconded by Glenn Johnson to accept the minutes of the October 5, 2009 Regular Meeting as written. Susan Dean and Scot Thomas abstained. Motion passed.
4. Visitors: Eric Auer
5. Communications, Bills and Applications
a. Communications were emailed to the commission as received.
b. The following bills were received:
Bill from CL&P, 9/10-10/9/09, in the amount of 39.88
second bill from CL&P, 9/09-10/7/09, in the amount of 38.96
third bill from CL&P, 9/10-10/9/09, in the amount of 39.72
bill from Scovill’s Landscaping, clearing fence lines, in the
amount of 1,800.00
bill from Environmental Consulting Labs, invoice 10/22/09,
in the amount of 189.25
bill from Anthony Carri, for October, in the amount of 279.00
bill from Olson Sanitation, for October, in the amount of 219.00
bill from American Carting, for October, in the amount of 38.71
bill from Killingworth Garage in the amount of 101.94
bill from recording secretary Dawn Mooney in the amount of 36.63
*A motion was made by Glenn Johnson and seconded by Bill Silas to authorize payment of the above bills. Motion passed unanimously.
c. No applications were received.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening balance $ 23,952.85
Expenses 1,459.53
Ending balance $ 22,496.32 (15.8% annual budget expended)
Bill noted that last year around this same time approximately 11% of the budget was expended.
7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Bill reported that Scoville Landscaping had cleared the fence lines removed trees limbs above the fences and weed-wacked, without formally being awarded the job. He informed them that he had not authorized the work and that the commission had received lower bids from Arbor Gardens and Chris Plum. Because of the communication error, Scoville agreed to accept the lower bid amount. Dan added that the lowest bid was not submitted in writing. Bill further noted that seed and lime was purchased. Several seeding methods were discussed. Bill got quotes from 3 landscapers:
Chris Plum
Arbor Gardens and
Running Brook Farms - Sheldon 3 fields $1440.00,
Langer landscaping - aerate and over seed:
upper and lower Sheldon $900.00
Rocco $500.00
Bethke $500.00
*A motion was made by Scot Thomas and seconded by Susan Dean to accept the quote from Langer Landscaping to aerate and over seed all 3 fields. Motion passed unanimously.
Bill also noted that the cost for a 200’ roll of fence protector, as discussed at a prior meeting, is $175.00.
*A motion was made by Bill Silas and seconded by Scot Thomas to purchase two 200’ rolls of green fence protector for lower Sheldon Park at $175.00 per roll. Motion passed unanimously.
Bill further added that after a heavy Saturday rainstorm soccer was played at Sheldon Field resulting in damage to the fields. Bill hoped that the scheduling authority would keep field condition in mind, especially when the new fields are in used. The commission agreed that guidelines should be written, as part of the Master Plan, outlining when fields are not playable and should not be used.
• Rocco – nothing additional to report.
• Bethke – nothing additional to report.
b. Wettish Property Development
• Construction Progress – Glenn informed the commission that the contractor is still making steady progress, and is not planning to shut down for the winter season, noting that the upper field stone wall must be moved and the front basin area is already top soiled and seeded. The hope is to get the entire area top soiled and ready to seed in the spring. The top soil With all the rain lately there was some spillage onto the Palms’ property on the 28th but the swale should resolve that. The parking area has not All the drainage is in, electric lines are completed. Billing is 31% completed but Glenn thinks the contractor is farther along that that reflects. Change orders are mostly dealing with drainage on both upper and lower fields. Glenn clarified the drainage upgrades will greatly improve the playability of the fields. Glenn voiced his satisfaction with the contractor. Goal is to everything ready to final seed in the spring. Dan added that the fields will realistically be ready for use in 2011, ensuring there is good grass growth on the fields prior to any use. Glenn shared photos and discussed the 1.5” of rain received one day, water came down the main road into a gutter area that then flows to the Palms’. Some of the dirt washed over the road and onto the Palms’ property. Glenn noted that in a couple of hours a small bulldozer could resolve the issue by digging a swale that Mr. Palm had agreed to hay and mulch. Discussion followed regarding the commission’s prior minutes, and Dan noted that the only documentation he could find of any agreement to go onto the Palms’ property was an email he had received prior to the July 13, 2009 meeting, but the meeting minutes did not address the issue. Dan stated that there was no specific mention of the agreement at the meeting, but confirmed the email does document a promise to the Palms. Eric agrees that for very little time and money the commission can ensure the water passes the Palms’ house to the lower area and honor the promise made. Dan agreed and further noted the culvert should be cleaned of leaves. Glenn stated that the Town had cleaned the culvert before but Eric suggested that someone should be there when they come back to give direction. Discussion followed detailing the email and noting that only the Wettish advisory sub-committee received it. Bill voiced concern because this drainage issue had existed for many years, prior to the Wettish project’s inception, and getting involved may open up a “can of worms” for other properties, and Rob was concerned about setting a precedent. Both noted it is not the cost they are questioning but rather the precedent set and any future liability for maintenance. John noted that this issue was before the sub-committee but not before the committee so members were blindsided. Dan added that often the sub-committee discussed issues that were brought to the committee at a later date. He further noted that the committee must be sure not to aggravate any existing problems. Bill questioned where the money will come from because it is not budgeted, and Dan stated that the operating budget would be the source if possible.
*A motion was made by Glenn Johnson and seconded by Susan Dean to get the cost for excavation to resolve the drainage issue onto the Palms’ property. Votes in favor: Dan Colonia, Susan Dean, Rob Grasso, Glenn Johnson, John Machold, Scot Thomas; opposed: Bill Silas. Motion passed.
Dan reminded the commission that a vote must be taken on the third invoice from Venuti Enterprises, received 9/24/09, in the amount of $91,000.
*A motion was made by Glenn Johnson and seconded by Scot Thomas to approve payment of the third invoice from Venuti Enterprises, received 9/24/09, in the amount of $91,000. Motion passed unanimously.
Dan then presented the forth invoice received from Venuti Enterprises, dated 10/21/09, in the amount of $53,016.50.
*A motion was made by Glenn Johnson and seconded by Susan Dean to approve payment of the forth invoice from Venuti Enterprises, dated 10/21/09, in the amount of $53,016.50. Motion passed unanimously.
• Change orders – Change orders were discussed noting that the payment to Venuti Enterprises in the amount of $53,016.50 included payment for change orders.
• Irrigation – Glenn informed the commission he will be writing a letter to extend contract time. It was noted that this may result in an increase the cost because of the time delay into colder weather. Discussion followed regarding when the irrigation contract was awarded and the number of days specified for the contractor to get onto the site. Glenn stated he would investigate. The well filter and pump were discussed including whether to add them to the irrigation contract or bid them out separately. It was decided to wait and bid them later.
• Phase II – Glenn stated that he is meeting this week with Roger Nemergut to discuss charges. Dan noted that the engineering money is in the town’s budget, but must be moved into the proper fund. The town meeting is set. Glenn noted that 6 to 8 additional test holes must be dug because the location of the phase II field was changed, but explained that he would attend instead of Roger to reduce costs. Eric stated he would assist and email the commission the cost prior to approving.
• Equipment/Storage Building – Eric investigated 12 x 24 colonial-style wooden Carefree building versus block building. The block building (frost wall slab, blocks, steel door and wood roof) would cost approximately $15,000 and the blocks could probably be overage blocks purchased in Westbrook. Building size and design options, storage uses and the added security of a block building were discussed at length. Eric noted that the original budget allocates approximately $5,000 – $6,000 for the building. Dan asked Scot to prepare a simple 10 x 10 building design, based on the sizes of the mechanicals, and possible other storage uses, for the next meeting. The possibility pavilion was also discussed. Bill noted the budget designated a mechanicals’ building and not a storage building.
8. New Business –
• 2010 Meeting Schedule – Dan distributed a proposed 2010 meeting schedule, as attached to these minutes, noting the meetings will be held on the second Monday of each month (except first Monday of October because of holiday) at 7:30 PM at the Killingworth Town Office Building.
*A motion was made by Susan Dean and seconded by Scot Thomas to accept the proposed 2010 meeting schedule. Motion passed unanimously.
• Election of 2010 Officers - The commission discussed re-electing the incumbent officers for the 2010 year.
*A motion was made by John Machold and seconded by Susan Dean to re-elect the existing officers for the 2010 year. Motion passed unanimously.
• Bill noted that it is time to start preparing the budget for next year and Dan added he will prepare the Commission’s annual report for the next meeting. Rob suggested that when preparing next year’s budget, consideration be given to out-sourcing field maintenance. Discussion followed.
9. Adjournment
*A motion was made by Bill Silas and seconded by Rob Grasso to adjourn the meeting. Motion passed unanimously.
Regular Meeting November 9, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, November 9, 2009, at 8:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Susan Dean
Rob Grasso
Glenn Johnson
John Machold
Bill Silas
Scot Thomas
Chairman Dan Colonia called the meeting to order at 8:15 PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of:
- Regular Meeting held October 5, 2009
*A motion was made by Bill Silas and seconded by Glenn Johnson to accept the minutes of the October 5, 2009 Regular Meeting as written. Susan Dean and Scot Thomas abstained. Motion passed.
4. Visitors: Eric Auer
5. Communications, Bills and Applications
a. Communications were emailed to the commission as received.
b. The following bills were received:
Bill from CL&P, 9/10-10/9/09, in the amount of 39.88
second bill from CL&P, 9/09-10/7/09, in the amount of 38.96
third bill from CL&P, 9/10-10/9/09, in the amount of 39.72
bill from Scovill’s Landscaping, clearing fence lines, in the
amount of 1,800.00
bill from Environmental Consulting Labs, invoice 10/22/09,
in the amount of 189.25
bill from Anthony Carri, for October, in the amount of 279.00
bill from Olson Sanitation, for October, in the amount of 219.00
bill from American Carting, for October, in the amount of 38.71
bill from Killingworth Garage in the amount of 101.94
bill from recording secretary Dawn Mooney in the amount of 36.63
*A motion was made by Glenn Johnson and seconded by Bill Silas to authorize payment of the above bills. Motion passed unanimously.
c. No applications were received.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening balance $ 23,952.85
Expenses 1,459.53
Ending balance $ 22,496.32 (15.8% annual budget expended)
Bill noted that last year around this same time approximately 11% of the budget was expended.
7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Bill reported that Scoville Landscaping had cleared the fence lines removed trees limbs above the fences and weed-wacked, without formally being awarded the job. He informed them that he had not authorized the work and that the commission had received lower bids from Arbor Gardens and Chris Plum. Because of the communication error, Scoville agreed to accept the lower bid amount. Dan added that the lowest bid was not submitted in writing. Bill further noted that seed and lime was purchased. Several seeding methods were discussed. Bill got quotes from 3 landscapers:
Chris Plum
Arbor Gardens and
Running Brook Farms - Sheldon 3 fields $1440.00,
Langer landscaping - aerate and over seed:
upper and lower Sheldon $900.00
Rocco $500.00
Bethke $500.00
*A motion was made by Scot Thomas and seconded by Susan Dean to accept the quote from Langer Landscaping to aerate and over seed all 3 fields. Motion passed unanimously.
Bill also noted that the cost for a 200’ roll of fence protector, as discussed at a prior meeting, is $175.00.
*A motion was made by Bill Silas and seconded by Scot Thomas to purchase two 200’ rolls of green fence protector for lower Sheldon Park at $175.00 per roll. Motion passed unanimously.
Bill further added that after a heavy Saturday rainstorm soccer was played at Sheldon Field resulting in damage to the fields. Bill hoped that the scheduling authority would keep field condition in mind, especially when the new fields are in used. The commission agreed that guidelines should be written, as part of the Master Plan, outlining when fields are not playable and should not be used.
• Rocco – nothing additional to report.
• Bethke – nothing additional to report.
b. Wettish Property Development
• Construction Progress – Glenn informed the commission that the contractor is still making steady progress, and is not planning to shut down for the winter season, noting that the upper field stone wall must be moved and the front basin area is already top soiled and seeded. The hope is to get the entire area top soiled and ready to seed in the spring. The top soil With all the rain lately there was some spillage onto the Palms’ property on the 28th but the swale should resolve that. The parking area has not All the drainage is in, electric lines are completed. Billing is 31% completed but Glenn thinks the contractor is farther along that that reflects. Change orders are mostly dealing with drainage on both upper and lower fields. Glenn clarified the drainage upgrades will greatly improve the playability of the fields. Glenn voiced his satisfaction with the contractor. Goal is to everything ready to final seed in the spring. Dan added that the fields will realistically be ready for use in 2011, ensuring there is good grass growth on the fields prior to any use. Glenn shared photos and discussed the 1.5” of rain received one day, water came down the main road into a gutter area that then flows to the Palms’. Some of the dirt washed over the road and onto the Palms’ property. Glenn noted that in a couple of hours a small bulldozer could resolve the issue by digging a swale that Mr. Palm had agreed to hay and mulch. Discussion followed regarding the commission’s prior minutes, and Dan noted that the only documentation he could find of any agreement to go onto the Palms’ property was an email he had received prior to the July 13, 2009 meeting, but the meeting minutes did not address the issue. Dan stated that there was no specific mention of the agreement at the meeting, but confirmed the email does document a promise to the Palms. Eric agrees that for very little time and money the commission can ensure the water passes the Palms’ house to the lower area and honor the promise made. Dan agreed and further noted the culvert should be cleaned of leaves. Glenn stated that the Town had cleaned the culvert before but Eric suggested that someone should be there when they come back to give direction. Discussion followed detailing the email and noting that only the Wettish advisory sub-committee received it. Bill voiced concern because this drainage issue had existed for many years, prior to the Wettish project’s inception, and getting involved may open up a “can of worms” for other properties, and Rob was concerned about setting a precedent. Both noted it is not the cost they are questioning but rather the precedent set and any future liability for maintenance. John noted that this issue was before the sub-committee but not before the committee so members were blindsided. Dan added that often the sub-committee discussed issues that were brought to the committee at a later date. He further noted that the committee must be sure not to aggravate any existing problems. Bill questioned where the money will come from because it is not budgeted, and Dan stated that the operating budget would be the source if possible.
*A motion was made by Glenn Johnson and seconded by Susan Dean to get the cost for excavation to resolve the drainage issue onto the Palms’ property. Votes in favor: Dan Colonia, Susan Dean, Rob Grasso, Glenn Johnson, John Machold, Scot Thomas; opposed: Bill Silas. Motion passed.
Dan reminded the commission that a vote must be taken on the third invoice from Venuti Enterprises, received 9/24/09, in the amount of $91,000.
*A motion was made by Glenn Johnson and seconded by Scot Thomas to approve payment of the third invoice from Venuti Enterprises, received 9/24/09, in the amount of $91,000. Motion passed unanimously.
Dan then presented the forth invoice received from Venuti Enterprises, dated 10/21/09, in the amount of $53,016.50.
*A motion was made by Glenn Johnson and seconded by Susan Dean to approve payment of the forth invoice from Venuti Enterprises, dated 10/21/09, in the amount of $53,016.50. Motion passed unanimously.
• Change orders – Change orders were discussed noting that the payment to Venuti Enterprises in the amount of $53,016.50 included payment for change orders.
• Irrigation – Glenn informed the commission he will be writing a letter to extend contract time. It was noted that this may result in an increase the cost because of the time delay into colder weather. Discussion followed regarding when the irrigation contract was awarded and the number of days specified for the contractor to get onto the site. Glenn stated he would investigate. The well filter and pump were discussed including whether to add them to the irrigation contract or bid them out separately. It was decided to wait and bid them later.
• Phase II – Glenn stated that he is meeting this week with Roger Nemergut to discuss charges. Dan noted that the engineering money is in the town’s budget, but must be moved into the proper fund. The town meeting is set. Glenn noted that 6 to 8 additional test holes must be dug because the location of the phase II field was changed, but explained that he would attend instead of Roger to reduce costs. Eric stated he would assist and email the commission the cost prior to approving.
• Equipment/Storage Building – Eric investigated 12 x 24 colonial-style wooden Carefree building versus block building. The block building (frost wall slab, blocks, steel door and wood roof) would cost approximately $15,000 and the blocks could probably be overage blocks purchased in Westbrook. Building size and design options, storage uses and the added security of a block building were discussed at length. Eric noted that the original budget allocates approximately $5,000 – $6,000 for the building. Dan asked Scot to prepare a simple 10 x 10 building design, based on the sizes of the mechanicals, and possible other storage uses, for the next meeting. The possibility pavilion was also discussed. Bill noted the budget designated a mechanicals’ building and not a storage building.
8. New Business –
• 2010 Meeting Schedule – Dan distributed a proposed 2010 meeting schedule, as attached to these minutes, noting the meetings will be held on the second Monday of each month (except first Monday of October because of holiday) at 7:30 PM at the Killingworth Town Office Building.
*A motion was made by Susan Dean and seconded by Scot Thomas to accept the proposed 2010 meeting schedule. Motion passed unanimously.
• Election of 2010 Officers - The commission discussed re-electing the incumbent officers for the 2010 year.
*A motion was made by John Machold and seconded by Susan Dean to re-elect the existing officers for the 2010 year. Motion passed unanimously.
• Bill noted that it is time to start preparing the budget for next year and Dan added he will prepare the Commission’s annual report for the next meeting. Rob suggested that when preparing next year’s budget, consideration be given to out-sourcing field maintenance. Discussion followed.
9. Adjournment
*A motion was made by Bill Silas and seconded by Rob Grasso to adjourn the meeting. Motion passed unanimously.
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