Town of Killingworth Park and Recreation Commission

2010 Meeting Schedule

noreply@blogger.com (host) — Wed, 08 Dec 2010 11:39:00 +0000

The Killingworth Park and Recreation Commission will hold regular monthly meetings on the second Monday of each month at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut, unless otherwise noted, as follows:

January 11, 2010
February 8, 2010
March 8, 2010
April 12, 2010
May 10, 2010
June 14, 2010
July 12, 2010
August 9, 2010
September 13, 2010
October 4, 2010 (1st Mon. due to holiday)
November 8, 2010
December 13, 2010

Regular Meeting March 8, 2010

noreply@blogger.com (host) — Tue, 09 Mar 2010 02:39:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting March 8, 2010

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, March 8, 2010, at 8:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Dean
Rob Grasso
Glenn Johnson
Bill Silas
Scot Thomas

Absent: John Machold

Chairman Dan Colonia called the meeting to order at 8:08 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of: Regular Meeting held February 8, 2010
*A motion was made by Glenn Johnson and seconded by Susan Dean to accept the minutes of the February 8, 2010 Regular Meeting as written. Bill Silas abstained. Motion passed.

4. The following visitors were present: Mike Civiello, HK Youth Lacross
Bill Burley, HK Youth Lacross
Jim Duffield, HK Soccer Club

5. Communications, Bills and Applications
a. Communications are emailed to the commission as received.
b. The following bills were received:
Bill from Dawn Mooney, recording secretary, for February
in the amount of $ 33.30
bill from CL&P in the amount of 38.65
second bill from CL&P in the amount of 38.50
third bill from CL&P in the amount of 38.50
*A motion was made by Susan Dean and seconded by Scot Thomas to authorize payment of the above bills. Motion passed unanimously.
Another bill was received from Roger Nemergut Consulting in the amount of $4977.00 for the design of the Wettish Phase II baseball field. Glen noted that the commission had initially received a quote from Weston & Sampson as well.
*A motion was made by Bill Silas and seconded by Rob Grasso to approve payment from the Wettish Development Fund to Roger Nemergut Consulting for Wettish baseball field design. Motion passed unanimously.
c. The following applications were received:
• Application from Patti Coletti, 2nd grade teacher at KES, for the use of Sheldon Field on Thursday, June 10 (raindate Friday, June 11) 11:00AM to 2:30PM for 2nd Grade Picnic. (Dan noted that Patti signed the hold harmless agreement instead of the proper signature, in error.)
• Application from Donna DiGregorio, 1st grade teacher at KES, for the use of Sheldon Field on Monday, June 14 (raindate Tuesday, June 15) 11:30AM to 3:30PM for 1st Grade Picnic.
*A motion was made by Susan Dean and seconded by Glenn Johnson to approve the above applications for KES 1st and 2nd Grade Picnics. Motion passed unanimously.
• Application from KYL for the use of Bethke Field, 4/1/10 to 7/15/10, Mon– Fri 5:00PM to dusk, Sat and Sun 9:00AM to dusk, for softball practices and games. Dan noted that Bethke Field is not approved for games, and adjusted the application accordingly.
*A motion was made by Bill Silas and seconded by Glenn Johnson to approve the above application for KLY’s use of Bethke Field for practices only during requested times. Motion passed unanimously.
• Application from KYL for the use of Rocco Field, 4/1/10 to 7/15/10, Mon– Fri 5:00PM to dusk, Sat and Sun 9:00AM to dusk, for baseball practices and games.
*A motion was made by Glenn Johnson and seconded by Susan Dean to approve the above application for KLY’s use of Rocco Field as requested. Motion passed unanimously.
• Application from KYL for the use of upper and lower Sheldon Field, 4/1/10 to 7/15/10, Mon– Fri 5:00PM to dusk, Sat 9:00AM to 3:00PM, for baseball practices and games.
• Application from HK Youth Lacrosse for the use of upper Sheldon and green backstop fields 4/1/10 to 6/20/10, any one weekday and Fri 5:00PM to dusk, and 6 hours on the weekend, for practices and games.
• Application from HK Soccer Club for the use of upper and lower Sheldon Field 4/1/10 to 6/18/10, Tues, Wed and Thurs 5:00PM to dusk, Sat and Sun 12:30PM to 6:30PM, for practices and games.
In-depth discussion of scheduling followed in an attempt to accommodate the needs of each user-group and avoid conflict and overlap, noting that an application from the Men’s Softball League is also being submitted. The following schedule for the use of upper Sheldon Field was proposed:
KYL- Tues and Thurs, 5:00PM to dusk, and Sat 9:00AM to 2:30PM
HK Soccer Club – Weds, 5:00PM to dusk
HK Youth Lacrosse – Fri, 5:00PM to dusk
Men’s Softball – Mon, 5:00PM to dusk
*A motion was made by Susan Dean and seconded by Scot Thomas to approve the agree-upon schedule for the use of upper Sheldon Field, noting that if KYL or Men’s Softball has any unneeded time, they will notify the other organizations. Motion passed unanimously.
It was also suggested that HK Youth Lacrosse investigate use of the Jail Hill facility in Haddam as well. At Dan’s instruction, the HK Youth Lacrosse and HK Soccer Club representatives left the meeting to discuss their remaining field needs and arrive at a compromise, then returned to the meeting with the following alternating schedule for upper Sheldon field:
Week A - Sat: 12:30PM to 3:30PM - HK Soccer Club
3:30 PM to dusk – HK Youth Lacrosse
Sun: 9:00AM to 2:00PM - HK Youth Lacrosse
2:00PM to dusk - HK Soccer Club
Week B - Sat: 12:30PM to 3:30PM - HK Youth Lacrosse
3:30 PM to dusk – HK Soccer Club
Sun: 9:00AM to 2:00PM - HK Soccer Club
2:00PM to dusk - HK Youth Lacrosse
Each week the schedule would alternate.
Dan noted that this arrangement takes one game slot away from KYL every Saturday and that is not acceptable, but the rest of the schedule is fine. Dan again stressed the need for these organizations to contact KYL and work out a schedule between the three organizations, and Bill reiterated that KYL can offer any unneeded time to lacrosse and soccer. Discussion then followed regarding storage of the lacrosse goals and lining the fields for the various sports. The commission advised the user-groups to work out the line issue between themselves. The commission then discussed lower Sheldon field, and the following schedule was detailed:
Sat: 9:00AM to 2:30PM - KYL
3:00PM to dusk - HK Soccer Club
Sun: 9:00AM to dusk - HK Soccer Club
*A motion was made by Bill Silas and seconded by Rob Grasso to approve the agree-upon schedule for the use of upper and lower Sheldon Field, noting that if KYL has any unneeded time, they will notify the other organizations. Motion passed unanimously.

6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening balance $ 11,652.28
Expenses 139.62
Ending balance $ 11,512.66 (43% annual budget expended)
Bill added that the credit due from Running Brook Farms, in the amount of approximately $2200.00, has not yet been received.
*A motion was made by Glenn Johnson and seconded by Rob Grasso to accept the Treasurer’s Report as read. Motion passed unanimously.

7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Dan and Scot reported:
- main entrance gate and nearby sign need adjustment
- one hole in upper parking lot should be filled and raked
- stone dust is needed in front of both dugouts
- upper storage shed, dugouts and benches need to be painted. Dan added that Al Zargo had volunteered and still intends to scrape and paint but suffered a heart attack that delayed him. Dan informed him that Park & Rec will provide all materials needed. The commission discussed contacting HKHS Guidance Dept. and KillingworthToday offering community service hours to paint benches.
- playground and fence need clean-up and pick-up branches
- swingset needs scraping and painting
- spring toy is still in need of repair
- panels on large playscape are loose and small playscape should be powerwashed
- water access cover plate needs repair and paint color to mark
- foul pole is broken and dangerous
- the bridge at north end of the pond is hazardous and should be secured, and also cleaned up and painted
- fence cover needs to be replaced and fence lines spring cleaned
- paint well
- trim branches at the power lines
- flag need to be replaced
- the tree stump at the upper parking entrance is rotted and unsafe and should be removed
- lower lot appears fine
- fields need to be rolled
• Rocco – Glenn and Rob reported:
- both dugouts appear vandalized, tack down the edge of one roof and repair other. The back door leading to closet is ripped off and must be re-attached
- must be cleaned
- flag needs to be replaced. Glenn noted he could donate a flag.
- fields appear in relatively good condition, infield lip should be rolled and fence topper along right field needs some minor adjustment/repair
• Bethke – Susan reported:
- the newly installed gate has been stolen and now a pole is there on the ground with broken brackets
- trash and clutter, including a metal post, should be cleaned up
- metal trash dumped in woods behind backstop should be cleared
- a hole, about 18” deep, behind the field should be filled with materials on the premises for safety reasons
- grass on the field looked good, but the infield needs rolling
- the bases are present but there was no marking on the pitcher’s mound
- trash cans are missing, Susan hoped that the road crew may have removed them for the winter
Dan and Bill stated they will get prices to do some of the necessary work, noting that KYL historically provides help and performs some work with their own volunteers.
b. Wettish Property Development
• Construction Progress –Glenn stated that he met with Cathy Iino and Walter Adametz to discuss the drainage issues on Parker Hill Road. The town engineer has determined that the best solution to the problem would be for the town to secure a 30” easement from the Palms and run a pipe across the street and through their property. Glen noted that Walter agreed with the plan, and Cathy indicated that the town has money for this because of the elimination of the proposed traffic light at the new middle school. A meeting will be set up to discuss this option with the Palms. Glenn went on to discuss an alternate drainage plan in the event the Palms do not agree to the easement. Glenn further noted that Weston & Sampson’s drainage design was not well thought out and added that the drainage in Phase II will be designed with Weston & Sampson’s errors in mind. Dan stressed the need to maintain the road and its culverts for the plan to work successfully. The commission then discussed other neighbors, and Dan noted that he will ask Eric Auer to contact Bob Wettish. Glenn stated that contraction is progressing as best it can given the recent wet weather, noting that the parking lot and secondary road are complete. The gate was installed earlier in the day.
• Change orders – A project summary sheet was distributed and discussed. (A copy is attached to these minutes.) Glenn noted that the geo-textile and geo-grid needed to stabilize the parking area totaled approximately $31,000.00, and added that some areas will need additional gravel which could total another $15,000.00. The commission discussed the gravel and agreed to roll/level the areas and wait to add the gravel. Glenn stated that the change orders to date total $106,000.00 and detailed discussion followed. Scot stated that he investigated storage sheds and found that a shed without a foundation but instead with a gravel base would cost approximately $10,000.00. Discussion followed regarding water pump, electrical service and shed requirements.
• Irrigation – nothing new to discuss.
• Phase II – Glenn presented a design the Phase II baseball field, but informed the commission that the field may be relocated to the original site, moving it away from the neighboring property. He added that the stone wall would be moved on the property and had gotten a quote of $60/linear foot from the mason already working on the site. Land Use had agreed to the move and Glenn is going to Inlands/Wetlands this week and Planning & Zoning next week. He also added that 11 parking spaces have been added.

8. New Business – Dan informed the commission that the annual Fishing Derby is scheduled for April 10, 2010. Ron Inbriglio had asked to spend approximately $1200.00 for fish and prizes and Dan informed him that the budget is $1000.00. Bill will contact the Krier to include the Fishing Derby in the April issue.

9. Adjournment
*A motion was made by Susan Dean and seconded by Rob Grasso to adjourn the meeting at 10:30 PM. Motion passed unanimously.

Regular Meeting February 8, 2010

noreply@blogger.com (host) — Tue, 09 Feb 2010 02:56:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting February 8, 2010

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, February 8, 2010, 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
Scot Thomas

Absent: Bill Silas

Chairman Dan Colonia called the meeting to order at 8:07 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of:
- Regular Meeting held January 11, 2010
*A motion was made by Glenn Johnson and seconded by John Machold to accept the minutes of the January 11, 2010 Regular Meeting as written. Motion passed unanimously.

4. No visitors were present.
5. Communications, Bills and Applications
a. Communications are emailed to the commission as received.
b. The following bills were received:
Bill from Dawn Mooney, recording secretary, for January
in the amount of $ 29.97
bill from CL&P in the amount of 38.65
second bill from CL&P in the amount of 38.50
third bill from CL&P in the amount of 38.50
*A motion was made by John Machold and seconded by Rob Grasso to authorize payment of the above bills. Motion passed unanimously.
c. Applications received from the HK Soccer Club were tabled until the next commission meeting to allow KYL and the new HK Lacross Club to submit applications. HK Lacross has verbally requested practice fields. Dan explained that KYL receives priority and Rob Grasso added that he advised HK Lacross to use the HKHS practice field for games.

6. Treasurer’s Report
Treasurer Bill Silas was not present. Dan noted that 42.7% of the annual budget, or $11,000 out of $26,000, has been expended.
Susan stated that she had attended the Selectmen’s meeting with the Board of Finance earlier in the evening, and they requested to be kept informed of expenditures, especially change orders. Glenn noted that the change order process requires they be signed by the First Selectman, who he assumed forwarded them to the Board of Finance. Glenn advised he will now forward all change orders to the Board of Finance.

7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – park is closed, nothing to report.
• Rocco – park is closed, nothing to report.
• Bethke – park is closed, nothing to report.
The commission scheduled the annual walkthrough of the fields for Saturday and/or Sunday morning, 3/6 and 3/7, with John and Susan handling Bethke, Glenn and Rob handling Rocco and Dan, Scot and Bill handling Sheldon.
b. Wettish Property Development
• Construction Progress/ Irrigation –Glenn noted that the parking area is graveled and stabilized, adding that the recent cold weather has had a freeze/dry effect on the soil which aided in resolution of the drainage issues. He added that while the geo-grid and geo-textile was an added expense, it was very effective, even under the weight of heavy rock trucks. He went on to say the roadway detention basins are filled with water, and the soil, gravel and geo-textile have been effective without extra gravel. Glenn reported that the pending change order #6 may be higher than the anticipated $30,000. Glenn further updated that the fields are completely graded and ready for irrigation and top soil. Dan asked if the parking area is completed, and Glenn explained that some parking areas have coarser stone that will be topped with fine stone.
• Phase II – Glenn presented a design plan for the Phase II showing the field located 75’ from the neighbor, adding it could be moved only 10-15’ farther. He noted similar drainage issue to those of Phase I, and discussion followed regarding drainage basins and design options. The commission noted that since Phase II is all grass with no pavement, no increase in runoff should result. Discussion followed regarding fences, stone walls and landscaping. It was agreed that Glenn include the necessary fencing in the bid documents, but not dugouts or benches. Glenn added that he would design contours so soil was neither removed nor brought in to the project. It was added that Eric Auer will design a landscape buffer between the field and the neighbor. Detailed discussion of parking followed noting the distance from the field to parking, access paths, emergency access and stone walls, including numbers of handicapped parking spaces. Dan noted that Planning & Zoning has approved the design concept but the design plan on paper must now be presented to the commission. It was further noted that Phase II will not be irrigated, but electric conduit and water lines should be included. Discussion of handicapped access followed noting the pathway should be consistent with those in Phase I. Naming options for the name of the complex were then discussed and it was decided that for the purposed of the bidding documents the name would be Wettish Phase II, Construction of Baseball Field.
Dan requested a cost breakdown for Phase II and added that the STEAP Grant total of $400,000 was intended to be divided as follows: Sheldon Field approx. $250,000 and Wettish approx $150,000. Glenn noted that he would have a cost estimate at the next meeting but thinks it will be in the $200,000 range, and added the cost of the design/engineering would be submitted the next day.

8. New Business – No new business was presented.
9. Adjournment
*A motion was made by John Machold and seconded by Susan Dean to adjourn the meeting at 9:03 PM. Motion passed unanimously.

Regular Meeting January 11, 2010

noreply@blogger.com (host) — Tue, 12 Jan 2010 03:22:00 +0000

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, January 11, 2010, 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 (arrived at 8:18 PM)

Absent: Scot Thomas

Chairman Dan Colonia called the meeting to order at 8:12PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of:
- Regular Meeting held December 14, 2009
*A motion was made by Susan Dean and seconded by Rob Grasso to accept the minutes of the December 14, 2009 Regular Meeting as written. Motion passed unanimously.

4. Visitors: Cathy Iino, First Selectwoman

5. Communications, Bills and Applications
a. Communications are emailed to the commission as received.
b. The following bills were received:
bill from Dawn Mooney, recording secretary, for the months of
November and December, in the amount of $ 63.27
bill from Anthony Carri, for 8 days in December, in the amount of 72.00
*A motion was made by Rob Grasso and seconded by Susan Dean 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 $ 19,902.48
Expenses 4,484.45
Ending balance $ 15,418.23 (42% annual budget expended)
Bill explained that there was a problem with the budget and prior payments made. Running Brook Farms had billed in June and again in December for the same fertilizer and seed for fall application, and these bills were paid by the commission. He stated that he and the finance director are working to correct the issue. Bill further stated that he recalculated the commission’s 2010-2011 operating budget increasing the line items discussed at the last meeting. His final proposed operating budget is $50,400.00 (as attached).

7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – park is closed, nothing to report.
• Rocco – park is closed, nothing to report.
• Bethke – park is closed, nothing to report.
b. Wettish Property Development
• Construction Progress – Glenn outlined the cost of the project as it stands today:
$ 759,000 Construction contract
66,000 Change orders to date
$ 825,000 Total expenses to date
40,000 Irrigation contract
20,000 Projected well/pump expense
4,000 Projected CL&P electrical expense
17,000 Projected shed/structure expense
$ 922,000 Total projected cost ($975,000 budget)
Glenn noted that while $53,000 contingency remains for the completion of the entire project, the driveway/parking area cost will increase (by approx. $25,000) with the need for geo-textile/ geo-grid but that still costs less than extra stone. Discussion then focused on the storage/pump structure. Glenn received a quote of $25,522 from the stone wall mason for a 12’ X 24’ cement block structure with a façade made of stone on the property, with footings, slab and roof. Glenn noted that this structure would be maintenance-free and permanent, vs a wooden structure with a lower cost and a lifespan of about 10 years. Cathy Iino questioned if this would go out to bid, and Dan and Glenn noted it would. Glenn stated it was a very fair price but Dan cautioned it is high compared with the remaining funds. Discussion followed regarding building options, breaking down the price for the structure with optional façade, possibly adding it to the construction contract and then paying for a change order and the electrical service needed. Bill advised the commission that there was a new electrical box costing $3800 that may be required by Northeast Utilities. Glenn noted that Scot is preparing a drawing to go to bid. Dan noted that the STEAP Grant money is used before the town’s money and any unused funds will be returned to the town, but delivering the best quality end product is the commission’s priority, and Cathy agreed.
Glenn stated that he met with the Town Engineer regarding the drainage issues, and reviewed the drainage design and modifications made to date. The town has dug a trench which has helped prevent water from spilling over the road and then freezing. Glenn detailed several options to further alleviate the issue including grassing the swale then piping the water under the road and through the Palms’ property to wetlands or running the swale further down the road and then crossing to the wetlands. He noted that the town’s engineer will return with his proposal for resolution. Discussion followed regarding options, temporary solutions and possible further studies. Rob and Bill reiterated that runoff onto the road has been an ongoing problem as long as they have lived on that road.
Glenn stated that the contractor continues to work on the parking lot and the front area is complete with the use of the geo-grade and 9” gravel. He further explained that the recent freeze/thaw cycle has actually helped prepare the soil for construction and daily progress is still being made, noting that earlier in the day the sample roll of geo-grade was laid down and stating that the manufacturer was very competitively priced.
• Irrigation – Glenn told the commission that the contractor is about 31% complete, adding he received an irrigation bill for approximately $12,000. Dan suggested that Eric Auer review the bill before approval.
• Phase II – Dan stated that in speaking with Tom Lentz, Tom advised to go ahead with the field design and construction at the proposed location because the property was purchased with that original intent. Tom further stated that he is very pleased with the stone wall mason’s work to date on the site. Glenn dug test holes for Phase II finding some rock but mostly good soil and will pass the information to Roger Nemergut to design the field. Discussion of the neighbor’s property followed and Glenn suggested locating and elevating the field to avoid blasting. Glenn will proceed with field design with additional parking to go to bid. John adamantly disagreed with the decision not to move stone walls allowing the field to be placed farther to accommodate the neighboring home. Cathy questioned if there were any other differences between the two locations for the field and the commission explained there was not.

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 9:07 PM. Motion passed unanimously.

2009 Meeting Schedule

noreply@blogger.com (host) — Sat, 19 Dec 2009 22:10:00 +0000

Killingworth Park and Recreation Commission
323 Route 81
Killingworth, CT 06419

REVISED
2009 Meeting Schedule

The Killingworth Park and Recreation Commission will hold regular monthly meetings on the second Monday and third Thursday* of each month at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut, unless otherwise noted, as follows:

January 12, 2009 January 15, 2009*
February 9, 2009 February 19, 2009*
March 9, 2009 March 19, 2009*
April 13, 2009 April 16, 2009*
May 11, 2009 May 21, 2009*
June 8, 2009 June 18, 2009*
July13, 2009 July16, 2009*
August 10, 2009 August 20, 2009*
September 14, 2009 September 17, 2009*
October 5, 2009 (1st Mon. due to holiday) October 15, 2009*
November 9, 2009 November 19, 2009*
December 14, 2009 December 17, 2009*

*The purpose of these meetings is to discuss Wettish Property development.

Regular Meeting December 14, 2009

noreply@blogger.com (host) — Tue, 15 Dec 2009 03:23:00 +0000

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, December 14, 2009, at 8:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia (arrived at 8:08 PM)
Susan Dean
Rob Grasso
Glenn Johnson
John Machold
Bill Silas
Scot Thomas
Vice-Chairman Scot Thomas called the meeting to order at 8:02 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of:
- Regular Meeting held November 9, 2009 (It was noted that the agenda cited this meeting as November 19, 2009 due to a typographical error.)
*A motion was made by Bill Silas and seconded by Glenn Johnson to accept the minutes of the November 9, 2009 Regular Meeting as written. Motion passed.

4. Visitors: No visitors were present.

5. Communications, Bills and Applications
a. Communications are emailed to the commission as received.
b. The following bills were received:
Bill from Running Brook Farms in the amount of 3,649.60
bill from Olson Sanitation, for November, in the amount of 219.00
bill from Anthony Carri, for November, in the amount of 270.00
bill from Killingworth Garage in the amount of 108.82
bill from CL&P in the amount of 39.58
second bill from CL&P in the amount of 38.96
third bill from CL&P in the amount of 39.72
fourth bill from CL&P in the amount of 39.88
fifth bill from CL&P in the amount of 39.58
sixth bill from CL&P in the amount of 39.11
bill from Running Brook Farms, seed & fertilizer, in the amount of 14.40
*A motion was made by Bill Silas and seconded by Scot Thomas 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 $ 22,496.32
Expenses 2,593.84
Ending balance $ 19,902.48 (25.3% annual budget expended)
Bill presented his proposed 2010-2011 operating budget (as attached) citing increased line items with the new fields, including a gatekeeper for 3 to 4 months, and increase in the cost of wood chips, lawncare,… Discussion followed.
*A motion was made by Bill Silas and seconded by Susan Dean to accept the 2010-2011 operating budget of $43,230.00. Motion passed unanimously.

7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Dan suggested that the commission conduct a site walk in March 2010 to assess conditions of dugouts, benches, needed power washing,… and update the to-do list. It was discussed that the Town will probably not help with maintenance and the commission agreed to increase the field maintenance budget to cover the additional cost. Bill will adjust the budget and email the commission. The date for the walk will be set at the February meeting.
*A motion was made by John Machold and seconded by Rob Grasso to adjust the 2010-2011 operating budget to cover increased field maintenance costs since the Town will not be assisting with maintenance. Motion passed unanimously.
• Rocco – nothing additional to report.
• Bethke – Bill stated he will drill the holes for gate installation.
b. Wettish Property Development
• Construction Progress – Glenn discussed the Palms’ drainage issue with Venuti Enterprises and the estimate cost is $1200. He further noted that Eric Auer had volunteered his services to perform the work to the Palms’ satisfaction at no cost. Dan added that the drainage issues were brought to the Town’s attention in the spring and it has not yet been done, and he believes Eric is tired of waiting for it to be resolved and wants to see it through. Glenn reiterated that the Palms’ have already cleared the area to have the work done. Glenn reviewed the plan with the commission to illustrate the need for resolution as construction progresses. Bill noted that there is no water now after all the recent rains, and discussion followed. Rob stated that there is an ongoing ice problem on the road in winter and the town has done nothing. Glenn added that the recent basin improvements have been effective noting he and Eric will meet with the town engineer and the first selectman tomorrow.
Glenn stated that construction of the parking lot is underway with the area graded but no gravel yet because they are waiting for geo-grade to bridge the weak soil allowing for less gravel and top soil. Glenn contacted the manufacturer who is sending a 13’ X264” roll of an improved geo-grade product at no cost other than Venuti’s labor to roll it out. Next week a test area will be done. Glenn further noted that the lower area is cleared but no other work has been done, and it now has standing water. If the geo-grade is effective it could save the town up to $50,000 in additional excavating and gravel.
Glenn noted that there would be no pay requisition this month (at about 31% of cost to date) and approximately $158,000 of the STEAP Grant remains.
Glenn informed the commission that the stone wall contractor gave quoted around $20,000 to construct a 12’ X 24’ concrete block building with stone veneer from the site and gable roof, but he is awaiting a written quote. Glenn noted the high quality for the contractor’s work and Dan confirmed the cost of the shed will come out of the irrigation budget stating they may want to extend the wall in the future.
Glenn indicated that an additional change order for about $15,000 will likely come for underdrains on the upper field to ensure they stay dry. He explained the drainage issue and soil structure in depth noting additional cost for a silt filter and stone. Three additional lateral pipes are proposed, and Glenn agrees with the need to ensure the quality of the end product, and he added that he thinks the project can stay close to budget. The commission then discussed the change order total to date and the budget in detail. Bill cautioned the commission to have more of a handle on expenses and change orders, adding that he believes the contractor knew the project would cost more than quoted because of design flaws. The commission agreed that the cost of the parking area will determine if the project goes over budget. Dan noted that the commission will have to set a critical cost at which to go to the Town to ask for additional funds. The commission then discussed the evident flaws in Weston & Sampson’s project design and questioned if the firm would stand behind it. Specific contradictory reports regarding water levels at the site during Weston & Sampson’s initial soil tests were discussed. Dan suggested the commission cannot ask the town for more funding until they know the additional parking area costs, which should be known next week. Glenn added that there may be irrigation overages as well, such as the cost for isolation valves and a water filter.
*A motion was made by Glenn Johnson and seconded by Scot Thomas to authorize payment of up to $20,000.00 for change order to control ground water in the northern half of the upper field. Bill Silas abstained. Motion passed.
The commission discussed and agreed to contact Weston & Sampson to conduct a site walk and explain their design and its omissions and shortfalls, review construction to date and provide a written report to take to the Town.
• Irrigation – Glenn informed the commission that the irrigation contractor had started work and has made significant progress. Eric is strictly monitoring the work and temperature to ensure the [pipes are properly laid and fused. The company owner and foreman were very optimistic about continuing progress and may finish the lower field this week.
• Phase II – Glenn dug test holes for Phase II and noted that a neighbor, Mrs. Gochberg, is protesting and trying to rally the neighborhood against the field, claiming the area was designated for passive recreation only. The commission discussed the option of returning to Planning & Zoning to try to move the field back to their original site noting that they wanted the field farther away from her property from the start, but that would impact the stone wall. Dan stated he would contact Tom Lentz to discuss options regarding the wall. The commission discussed inviting Mrs. Gochberg to a meeting to discuss her concerns. The commission then discussed the need for water on the Phase II field and the options of running pipe from Phase I vs. a small 2nd well.

8. New Business – Dan noted that he would like the next few meetings to begin at 8:00 PM due to a scheduling conflict. The commission agreed to the time change.

9. Adjournment
*A motion was made by Rob Grasso and seconded by Bill Silas to adjourn the meeting at 9:45 PM. Motion passed unanimously.

Regular Meeting November 9, 2009

noreply@blogger.com (host) — Tue, 10 Nov 2009 03:03:00 +0000

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 October 5, 2009

noreply@blogger.com (host) — Tue, 06 Oct 2009 02:01:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting October 5, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, October 5, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Glenn Johnson
Rob Grasso
John Machold
Bill Silas
Absent: Susan Dean
Scot Thomas

Chairman Dan Colonia called the meeting to order at 7:37 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of:
- Regular Meeting held September 14, 2009
*A motion was made by Glenn Johnson and seconded by Bill Silas to accept the minutes of the September 14, 2009 Regular Meeting as written. John Machold abstained. Motion passed.

4. Visitors: No visitors were present.

5. Communications, Bills and Applications
a. Communications were emailed to the commission as received.
b. The following bills were received:
bill from Anthony Carri, for September, in the amount of $270.00
bill from Olson Sanitation, for September, in the amount of 219.00
bill from Killingworth Garage, in the amount of 75.46
bill from recording secretary Dawn Mooney, in the amount of 46.62
bill from Killingworth True Value, for gate, in the amount of 173.34
bill from Killingworth True Value in the amount of 11.08
Dan noted that the bill from Killingworth Garage reflected mowing only the parks, as discussed at the last meeting.
*A motion was made by Glenn Johnson and seconded by Rob Grasso to authorize payment of the above bills. Motion passed unanimously.
An additional bill was presented:
bill from New England Power Equipment, for mower blades,
in the amount of 164.05
*A motion was made by Bill Silas and seconded by Glenn Johnson to authorize payment of the New England Power Equipment bill. Motion passed unanimously.
An additional bill was presented:
bill from Signs of Our Times in the amount of 500.00
*A motion was made by Bill Silas and seconded by John Machold to authorize payment of the Signs of Our Times bill. Motion passed unanimously.
c. No applications were received.

6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening balance $ 25,076.55
Expenses 1,120.68
Ending balance $ 23,556.67 (10% annual budget expended)

7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Bill noted he put in 3 calls to Chris Plum for an estimate to clear the fence lines as discussed at the last commission meeting, but has not yet heard back. He stated he hopes to hear soon or a decision will be made without his estimate. It was noted that the pieces of concrete are still at the field, and Dan noted he will investigate. The fence covers were discussed at length and it was noted that children are diving over the fence for fun, damaging the covers.
• Rocco – nothing additional to report.
• Bethke – Bill stated gate will be installed when he gets his generator back. He will notify the commission at that time for their assistance.
b. Wettish Property Development
• Construction Progress – Glenn informed the commission that steady progress is being made, with the lower fields being rough graded. A third invoice was received from Venuti Enterprises in the amount of $91,000 bringing the total of the invoices received as of 9/24/09 to approximately $210,000. Glenn stated that this represents approximately 30% of the contracted amount, but the project is closer to 60% complete. To date, there have been three change orders, representing an additional cost of $38,000, as discussed at previous meetings: undercutting and additional stone for the roadway, under-drains and additional stone for the fields and relocation of the drainage outlet pipes away from the Palms’ property. Glenn noted that further change orders must be closely monitored. The commission then discussed the benefit of improving the roadway at the facility in comparison with facilities in other towns. Glenn added that he and Eric investigated wooden sheds at both Kloter Farms and Carefree Small Buildings, noting Carefree was less expensive, and they selected a location near the parking area. They suggested an attractive 10’ x 28’ vinyl-sided structure, costing about $5,000, on a concrete pad, for a total cost of about $8,000. Bill stressed that the concrete pad would cost closer to $4,000 bringing the installed cost to approximately $10,000. Bill also expressed concern about the security, life span and maintenance costs of a wooden structure, urging the commission to price out concrete block or steel buildings as well. Bill further suggested that other groups, such as KYL, may be willing to contribute to the cost of a permanent building, since it could be used to store their equipment. The commission agreed to take the time to investigate prices since the building is not an immediate need. Glen encouraged all members of the commission to visit the facility and view the progress, adding they should let the contractor know who they are. Glen mentioned that at some point in the past the commission informed the Palms that they would further improve their drainage issues by creating a swale on the side of their property. Glenn noted that Mr. Palm had cleared the area, and only a couple of hours with a small machine would be required by the contractor estimating the cost at $500. Mr. Palm would then seed the area. The commission then discussed the need to do more work at the Palms’ when the drainage issues have already been immensely improved. Bill questioned the need to get something in writing detailing the scope of the work to be done, if any, and discussion followed regarding wells, septic systems and liability. Bill further cautioned to be very careful bringing equipment onto private property, and added that this same thing could not be done for all the neighbors in the area. Glenn stated that it was explained to Mr. Palm that the commission would fix this area. John explained that he has no problem with spending the $500, but could not agree without a waiver being signed and suggested checking the commission minutes to determine exactly what was approved. Glenn stated he would get the price to do the work and investigate with Eric, and then cautioned that Phase II could create the same issues with another neighboring property and discussion followed regarding options. Dan questioned drainage on the fields with the recent rains and Glenn stated the fields are dry, but the parking area is very wet and should be resolved. Drainage was discussed at length, and it was noted that there are no drainage pipes in the parking area at this time. Glenn stated that the fields will not be seeded this year, but will be graded and top soiled, and the contractor will have to return in the spring at no additional cost. It was also noted that ATV’s and horses on the property are an ongoing issue. Glenn commented on the diligence of the contractor, mentioning the length of their work day and their presence on the weekends. Bill noted that this area is not yet open for recreation because it is a construction site posing some danger. He stated that he frequently sees cars and people on the property and suggest noting no trespassing in the paper and/or on Killingworthtoday.com . Discussion followed and Dan suggested putting photos of the project’s progress and warning visitors to be very cautious because it is a construction site.
• Irrigation – Glenn stated that the irrigation contract was signed, coordination between the two contractors is underway but the actual irrigation work has not yet begun.
• Phase II – Glenn stated that he met with Municipal Land Use and Planning & Zoning with the proposed placement of the baseball field, and both commissions objected to the location due to its impact on the stone walls. Therefore, the location of the baseball field was changed to the far end of the property closer to the neighbor, but it will still be a full-sized field (380’ at center and 310’ to both lines.) The final design of the field is in progress and drainage issues were discussed. Glenn noted that blasting will be necessary, and a pre-blast survey must be done, costing more money, because the new location is less than 200’ from the neighboring house. Also, 6 or more test holes must be dug at the new location to prepare the bid documents. Discussion followed and Glenn noted he will do much of the work himself to save money. He estimated the cost for the test holes will be approximately $200. The final design will then be presented to Municipal Land Use and Planning & Zoning again for approval. Dan questioned the need for an access road for emergency vehicles and Glenn discussed placement without breaching any stone walls. Parking was then discussed at length. It was noted that the number of spots could be increased because of the field’s distance from a state road.

8. New Business – No new business was presented. However, as the meeting was concluding, Bill did receive a call back from Chris Plum with a verbal estimate of $1,800 to clear the fence lines at Sheldon Field as requested. Bill noted that since up to $2,300 was approved at the September 14 meeting, no additional action was necessary by the commission.

9. Adjournment
*A motion was made by Bill Silas and seconded by Rob Grasso to adjourn the meeting at 8:40PM. Motion passed unanimously

Regular Meeting September 14, 2009

noreply@blogger.com (host) — Mon, 14 Sep 2009 15:10:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting September 14, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, September 14, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Dean
Glenn Johnson
Bill Silas
Scot Thomas
Absent: John Machold
Rob Grasso

Chairman Dan Colonia called the meeting to order at 7:35 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of:
- Regular Meeting held August 10, 2009
*A motion was made by Bill Silas and seconded by Glenn Johnson to accept the minutes of the August 10, 2009 Regular Meeting as written. Motion passed unanimously.

4. Visitors: Alan Kostek, President, KYL
Gerry Baron (arrived at 7:40 PM)
Richard Cabral, First Selectman (arrived at 9:05 PM)
Alan informed the commission that he was contacted by Steven Kindschi, a Killingworth boyscout looking to complete an Eagle Scout project at Rocco Field by painting the dugouts and benches, and possibly adding a picnic table and covered trash cans. Alan stated that KYL would provide the funds if the commission would approve the project.
*A motion was made by Scot Thomas and seconded by Susan Dean to approve the above described Eagle Scout project, with KYL providing any necessary funds. Motion passed unanimously.
Dan noted that he had been contacted by Al Zargo who offered to paint the shed at upper Sheldon as a donation, and gave permission to go ahead, but has not heard back from him. Dan noted he will contact Al Zargo.
Alan further asked what KYL can expect for field maintenance at Sheldon and Rocco Fields in the upcoming season. Bill stated that the commission had purchase seed to over-seed but had not yet addressed the clay issue, noting that upper Sheldon will need some work. Discussion followed regarding the needs at Sheldon Field and KYL’s possible input. Alan noted he will bring the discussion to the next KYL meeting and will contact Bill with the outcome. Bill mentioned contacting contractors for estimates because there is money in the budget for clay. It was noted that the fields at Sheldon Park are used for soccer until November 15.

5. Communications, Bills and Applications
a. Communications were emailed to the commission as received.
b. The following bills were received:
Bill from CL&P, 7/10-8/9/09, in the amount of 39.88
second bill from CL&P, 7/10-8/9/09, in the amount of 45.51
third bill from CL&P, 7/10-8/9/09, in the amount of 40.03
bill from CL&P, 8/10-9/9/09, in the amount of 80.06*
second bill from CL&P, 8/10-9/9/09, in the amount of 90.69*
third bill from CL&P, 8/10-9/9/09, in the amount of 79.60*
(*Dan noted that these amounts each represented 2 bills, but the only correct amounts would be paid)
bill from Anthony Carri, for July, in the amount of 279.00
second bill from Anthony Carri, for August, in the amount of 279.00
bill from Olson Sanitation, for July, in the amount of 231.50
bill from Killingworth Garage, in the amount of 128.08
bill from recording secretary Dawn Mooney, in the amount of 56.61
Treasurer Bill Silas questioned the Killingworth Garage bill, expressing concern that the Park and Rec Commission has been incorrectly paying for gas to mow the town’s municipal areas. The commission has been billed for more gas than mowing the parks alone could consume.
*A motion was made by Susan Dean and seconded by Scot Thomas to authorize payment of all of the above bills, except the Killingworth Garage bill. Motion passed unanimously.
Dan asked Richard Cabral about this issue when he arrived at the meeting. Richard suggested that in the future Gerry Manware should itemize all the gas bills indicating gas usage by location and discussion followed.
*A motion was made by Scot Thomas and seconded by Susan Dean to authorize payment of the Killingworth Garage gas bill. Motion passed unanimously.
An additional bill was presented:
bill from American Carting, for trash removal, in the amount of 75.00
*A motion was made by Susan Dean and seconded by Scot Thomas to authorize payment of the American Carting bill. Motion passed unanimously.
Dan also presented a bill for the Parmelee House Study submitted to the commission in error and suggested it be returned to the First Selectman’s office by the recording secretary. Bill questioned the financial reports he received showing bills allocated to Park & Rec before the Wettish Development funds go to Town Meeting.

An additional bill was presented:
bill from Arbor Gardens, for weed-whacking at Rocco and
Sheldon, in the amount of 450.00
*A motion was made by Bill Silas and seconded by Scot Thomas to authorize payment of the Arbor Gardens bill. Motion passed unanimously.
c. No applications were received.

6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening balance $ 26,385.78
Expenses 692.00
Ending balance $ 25,692.91 (3.5% of annual budget expended)

7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park
-Fence Clearing - Dan noted that the fences at the park were very overgrown. Bill got quotes to clear a 3 foot area behind the fences of all overhanging branches, poison ivy and weed-whack the areas, as follows:
Scoville Landscaping $2,300.00
Langer Landscaping 2,500.00
Chris Plum (no response)
Discussion followed regarding clearing all the fence lines or only certain areas, and the commission agreed to clear all areas to preserved the investment in the fences. Bill added he will be sure the landscaper removes the brush from the property.
*A motion was made by Bill Silas and seconded by Scot Thomas to authorize spending $2,300.00 for clearing and weed and poison ivy removal along the fence lines at Sheldon Field. Motion passed unanimously.
-Painting the shed – As previously noted, Dan will contact Al Zargo to paint the shed the same green color.
-Renovation design – Dan asked for and Scot supplied copies of Weston & Sampson’s conceptual designs. Dan discussed the new designs and offered Jerry Baron a look. After some confusion, the plans were discussed. Scot noted he will make copies for Dan. Glenn stated that at this time he is concentrating on the Wettish project and the Sheldon redesign will follow.
- Dan added that he noticed the yellow fence covers at Sheldon Park have holes and should be replaced for safety reasons. Bill stated he would investigate the cost for a 250’ roll and see if KYL could install it. Scot cautioned that these fence covers are often full of bees.
• Rocco – nothing additional to report.
• Bethke – Bill informed the commission that the 14’ gate is now at the field adding that he needs a large drill, and the power to run it, to install it. He noted the $147.00 cost of the gate at True Value was significantly less than expected, and further stated he is still trying to get C. Sherwood to drag the field.
b. Wettish Property Development
• Construction Progress – Glen stated that the contractor is making tremendous progress. Bill noted that he recently instructed motorcycle riders to leave the property, adding that he has the signs prohibiting motorized vehicles. The commission decided that a Friday evening would be the most convenient time to install them. Bill will determine the date and email the commission. Glen continued noting that the stumps were pulled out and being hauled away, and the drainage issue with the Palms was resolved. Glenn added that some of the drainage pipes were lowered 1 to 2’ at no additional charge, but noted that extra drainage stone will be needed around these pipes at an additional charge. This will improve the drainage at a cost of approximately $5,000. He further noted that PVC riders had to be extended at a minimal cost. The commission then discussed the parking areas and Glen stated that options are being explored so as not to incur the cost to undercut the entire parking area, such as geo-grade at $2.40 per square yard then stones on top. It was noted that stone pavers may be too costly. Dan then discussed options used at fields in other towns. Glen noted that he is investigating the cost to upgrade the handicapped sidewalk to an ambulance drive, and ambulance access was discussed at length. Susan then brought up a concern from the Conservation Commission’s last meeting about traffic in the area. They suggested that a free-standing caution sign could be put in the middle of the road only when the fields are in use, rather than speed bumps or a permanent sign that would eventually be ignored by drivers. Discussion of the options followed. Bill noted that he resides on the street and did not believe that traffic would increase, but did state that there are several repeat speeders in that area. Dan stated that he had tried to contact the Traffic Safety Committee but got no response. Susan and Dan discussed the email received from HKHS Athletic Director Richard Dupuis regarding use of the Wettish fields by the cross country team, noting that use of the fields would not be possible until next year and suggested he contact Susan or Debby Butler. The commission agreed that they support the team’s usage of the fields when complete. Discussion then centered around the indications that there are bears on the property. Scot Thomas questioned the documentation needed on change orders to comply with the STEAP Grant requirements. Discussion followed regarding change orders, the contingency fund and cost management and Glenn noted that other change orders may be coming and should be monitored. Dan suggested getting the costs for changes as early as possible. Weston & Sampson’s limited involvement in the process was discussed and Glenn noted that he contacted them regarding the pipe design issues and they satisfactorily explained them. It was noted that the change orders to date have resulted in a better final product being delivered to the residents of Killingworth.
• Irrigation – Glenn noted that the irrigation contract for Phase I, in the amount of $39,243.50 was signed on Friday, September 11 and work will begin in the next couple of weeks. The commission discussed irrigation for Phase II including the possible need for a second well due to the field’s distance from the first well. The option of a second well in comparison to the process to move water across the park was explored. Bill noted that the clay infield will need water as much as the grassed areas, adding that fields in Phase I will be used during different seasons and watered at different times than that in Phase II.
• Phase II – Glen spoke with Roger Nemergut earlier in the day and is meeting with Planning and Zoning the next day with the conceptual design. He noted that once approved, it will go out to bid, adding that he does not believe a traffic study will be required by the State. Susan questioned if both options for field location would be presented and Dan stated that the second option was removed because of its proximity to the neighboring house. Glen added that he will have a template with him to move on the map to illustrate placement of the field. The commission then discussed future options, such as adding a playground or preserving farmland for Planning and Zoning. Parking areas and additional drainage issues were discussed at length.
Two additional bills were presented:
bill from Venuti Enterprises for completion of 15% of 85,000.00
Wettish fields construction
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment of the second bill from Venuti Enterprises for completion of 15% of Wettish fields construction from STEAP Grant funds. Motion passed unanimously.
bill from Venuti Enterprises for 2 change orders for 21,533.34
Wettish fields construction (undercutting the
roadway and resolving the drainage issue with the Palms)
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment of the bill for change orders from Venuti Enterprises from STEAP Grant funds. Motion passed unanimously.
Dan stated that he will be attending the next Municipal Land Use Committee’s meeting on September 24. The commission noted that once the Wettish facility has opened, then the re-design of Sheldon Field can begin.

8. New Business – Dan distributed an updated matrix for Tom Lentz to include in the Town Plan, noting that the matrix is not set in stone but rather a work in progress. The commission discussed the possibility of a temporary ice skating rink in a parking lot, noting that the ice on the pond at Sheldon Field is not thick enough for safe skating.
*A motion was made by Susan Dean and seconded by Scot Thomas to approve the updated matrix to pass on to the Planning & Zoning Commission. Motion passed unanimously.

9. Adjournment
*A motion was made by Scot Thomas and seconded by Susan Dean to adjourn the meeting at 9:15 PM. Motion passed unanimously.

Regular Meeting August 10, 2009

noreply@blogger.com (host) — Mon, 10 Aug 2009 15:10:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting August 10, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, August 10, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Dean
Glenn Johnson
Bill Silas
Absent: John Machold
Rob Grasso
Scot Thomas

Chairman Dan Colonia called the meeting to order at 7:34 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of:
- Regular Meeting held July 13, 2009
*A motion was made by Bill Silas and seconded by Susan Dean to accept the minutes of the July 13, 2009 Regular Meeting as written. Motion passed unanimously.

4. Visitors: Debby Butler, Killingworth Land Trust
Eric Auer, Wetttish Property Development advisor
Dick Otto, Wetttish Property Development advisor
Susan Dean stressed the desire to capitalize on the opportunity to include trails at the Wettish property and shared her conversation with Dale Wilcox, VP of Killingworth Chamber of Commerce, hoping that Killingworth could someday be known for its hiking trails. Dan Colonia added that the property is now open with an access road and noted that the road and parking area will usable for hiking the trails before the fields are available. The commission discussed including trails on any future town website. Susan introduced Debby Butler of the Killingworth Land Trust who stated that she had already visited the property, blazed the main trail (GPS) and will print a map. She noted that every time she visited the property she encountered ATV’s and horses and Glenn added that there are numerous signs of bears on the property. Bill Silas stated that he has the 15 signs prohibiting ATV’s. The commission then discussed alternate route currently being developed for horses, and reviewed a map with Debby noting possible trail locations relative to the existing road, well and walls. It was noted that these trails could link to existing Pattaconk trails and bike trails. Bill and Dan noted that HKHS would like to hold Cross Country meets at the property as well. Debby suggested that a kiosk containing trail information and maps would be a good Eagle Scout project and options for printing color maps were discussed. Dan and Glenn suggested the house/building could be used as a pseudo-museum containing photos of the stone walls, trail maps and nature center and community service hours could be utilized for help.

5. Communications, Bills and Applications
a. Communications were emailed to the commission as received.
b. The following bills were received:
Bill from Killingworth Garage for June, in the amount of $120.00
second bill from Killingworth Garage for July, in the amount of 203.91
bill from CL&P, in the amount of 40.00
second bill from CL&P, in the amount of 39.89
third bill from CL&P, in the amount of 45.86
bill from American Carting, for August, in the amount of 75.00
bill from Anthony Carri, for June, in the amount of 270.00
bill from Olson Sanitation, for July, in the amount of 231.50
bill from recording secretary Dawn Mooney, in the amount of 46.62
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment of the above bills. Motion passed unanimously.
Treasurer Bill Silas noted that the line item for Sheldon Field design was moved. Dan noted that he will discuss this with Gina Regolo and Richard Cabral because he had asked for this line item to be carried over and was told it would not be a problem. Two additional bills were presented for Wettish Phase II test holes:
bill from Richard Gates, surveying, in the amount of 800.00
bill from Roger Nemergut Cons., observation in the amount of 812.50
Bill questioned where the money would be coming from since the line item is not there. He further noted that when he had questioned where the money would come from at an earlier meeting, he was told not to worry about it because the town would probably do it.
*A motion was made by Susan Dean and seconded by Glenn Johnson to authorize payment of the above two bills pending determination of the allocation of funds from the development account. Motion passed unanimously.
Another bill was presented
bill from Venuti Enterprises for completion of 7% of Wettish 50,000.00
fields construction
*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment of the above bill from Venuti Enterprises with the funds to come out of Wettish monies. Motion passed unanimously.
c. The following applications were received:
- Application from the Democratic Town Committee for the use of Sheldon Park and pavilion on Sunday, August 16 from 4:00 PM to 6:00 PM (rain date August 23) for a Meet the Candidates gathering. Discussion followed noting that alcohol could not be served.
*A motion was made by Susan Dean and seconded by Bill Silas to approve the application received from the Democratic Town Committee, for the use of Sheldon Park and pavilion on Sunday, August 16, 2009 (rain date August 23) for a Meet the Candidates gathering. Motion passed unanimously.

6. Treasurer’s Report
Treasurer Bill Silas reported on the close of the 2008-2009 budget year, noting that due to the commission’s responsible use of funding, $8,375.00 was given back to the town, with $4,200.00 coming from the Field Maintenance Fund.
Bill also reported on the 2009-2010 budget:
Opening balance $ 26,650.00
Expenses 247.00
Ending balance $ 26,375.88 (1%of annual budget expended)
Bill also discussed the $50,000.00 capital line item for Sheldon Field design.

7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Dan noted that a rotten tree near the port-o-potty was reported and taken down for safety reasons.
Glenn questioned if the base mapping of Sheldon Park was already done and Dan presented a drawing. Glenn stated he would contact the surveyor and discuss with Roger Nemergut. The commission discussed the need for irrigation of the fields, including the use of water cannons, noting the grass infield. Dan suggested design should include irrigation, which could be eliminated if funding does not permit.
• Rocco – nothing to report.
• Bethke – Susan stated there was a rut at the pitcher’s mound. The commission discussed dragging the field and Bill noted the commission already has the equipment for the Kubota tractor and only needs to hire someone to do the work, adding he will investigate.
b. Wettish Property Development
- Construction Progress – Glenn stated that the western half of the property is open, but noted that construction had been delayed by the wet weather but it seems to be dryer now so progress should pick up. Tree cutting is proceeding. Drainage was discussed at length, noting the outlet toward the Palms had been moved and the water going toward Gargiulos was piped into a stream. The change order for drainage issues will cost approximately $2-3000.00. Eric Auer noted his concern of not ripping up too much land at one time.
Glen added that to get access to the property the road had to be undercut 12” and stabilization fabric was laid because of the weak soil resulting in a change order costing approximately $8500.00. Glenn further noted that the parking lot is of concern because it may need to be undercut as well, but other options are being explored, such as grass pavers. The commission then discussed the maintenance of grass pavers including mowing and plowing, and whether the soil issue is caused by this year’s excessive rain or oversight in the construction documents. Eric noted that he had brought up this concern at a design meeting with John Figurelli, but John did not increase the original 6”. Discussion of the culverts followed and Glenn noted that another change order may be necessary. Dick Otto advised the commission to keep Weston & Sampson in the information loop since they prepared the construction documents and should be made aware of any problems with them. If they are not kept informed, the commission cannot go back to them to recoup some of the extra costs if they get too high. Glenn noted that he has been cautious in going back to Weston & Sampson to avoid additional expenses.
Glenn added that the stumps are being hauled away and the wood is being chipped and hauled away for use as fuel. Dan questioned if stone walls have been impacted and Glenn stated that some have been moved out of the way.
- Irrigation – Eric stated he has worked with the irrigation contractor and the contractor has adjusted the plan. Eric noted that the contractor must be held to the original specs, and then this would be a good value at about 50% of budget. Dan noted he will schedule the contract signing since Richard Cabral is back from vacation, and added that the specs must be laid out in writing. Bill stated that CL&P was on the property and Glenn stated that they were installing poles. Discussion followed as to whether CL&P had been paid yet.
Dick stated that the Wettish project has now progressed beyond the point of his original charge and therefore he is stepping away from any further involvement, although he will continue to be available for questions if needed. Dan noted that Dick had been involved from the day the property was purchased by the town and commended his input as invaluable. The entire commission thanked Dick for his hard work.
- Phase II – Glenn and Eric stated that Roger Nemergut dug test holes last week finding bedrock at the surface. Glenn presented a template for the baseball field to place on the drawings, and two possible designs were discussed in relation to the parking areas, stone walls and neighboring homes. Eric suggested presenting both options to Planning & Zoning and Land Use, and Dan suggested presenting the location with less disruption to the walls and slopes and additional parking. Glenn recommended presenting Land Use with only one plan for the closer field because the farther field would be too close to the neighboring house. Glenn also discussed the storm water retention area and the need for 12” to 18” soil to build over ledge. A grass infield was also discussed.
Additional parking was also discussed at great length, noting that the baseball field will be used opposite seasons than the multi-purpose fields. The commission agreed that approximately 20 additional spaces could be added with minimal disruption. Eric cautioned the commission to carefully watch the number of parking spaces and ask the state for guidance so not to exceed 200 spaces and trigger a state traffic study. Bill noted the presentation must stress the need for a regulation sized baseball field for high school use. Dan will investigate when the presentations to Planning & Zoning and Land Use could be made.
Eric presented brochures for buildings/sheds for the pump house and storage, noting that prices are reduced at this time of year. The commission then discussed the costs of sheds compared to block buildings, the budget of $6000.00 and the size shed needed, noting that dick Leighton requires it to be on a pad. Eric will price out an appropriate shed with no windows. The commission further discussed the budget, the STEAP Grant funding and potential overages.

8. New Business – Bill noted that he had the 15 signs for the Wettish property prohibiting ATV’s and discussion followed. Dan suggested giving them to Glenn or to Venuti Enterprises to post at Wettish and Bill will order more signs for the other 3 parks.
Bill questioned if interest is being charged on change orders since the contractor needs to increase its bond amount, Glenn stated that came up earlier in the day and, therefore, Bill advised that an additional 3% must be added to overages.

9. Adjournment
*A motion was made by Bill Silas and seconded by Susan Dean to adjourn the meeting at 9:45 PM. Motion passed unanimously.

Regular Meeting July 13, 2009

noreply@blogger.com (host) — Mon, 13 Jul 2009 15:54:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting July 13, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, July 13, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Dean
Rob Grasso
Glenn Johnson
Bill Silas (arrived at 7:55 PM)
Absent: John Machold
Scot Thomas

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 June 8, 2009
*A motion was made by Susan Dean and seconded by Glenn Johnson to accept the minutes of the June 8, 2009 Regular Meeting as written. Motion passed unanimously.
It was noted by the commission that since there was not a present quorum at the June 12, 2009 irrigation bid opening session and no motions were made then no minutes need be filed.

4. Visitors: Eric Auer, Wetttish Property Development advisor

5. Communications, Bills and Applications
a. No communications were presented.
b. The following bills were received:
Bill from American Carting, 6/10, in the amount of $ 75.00
second bill from American Carting, 7/2, in the amount of 75.00
bill from CL&P, in the amount of 45.34
second bill from CL&P, in the amount of 40.22
third bill from CL&P, in the amount of 39.89
bill from Anthony Carri, for June, in the amount of 270.00
bill from Thomas Keegan & Sons, in the amount of 1803.36
bill from Olson Sanitation, for June, in the amount of 219.00

bill from Running Brook Farms, fertilizer & seed for fall
application, in the amount of 2209.60
bill from recording secretary Dawn Mooney, in the amount of 46.62
bill from Environmental Labs, for Sheldon Park water testing,
in the amount of 127.50
second bill from Environmental Labs, for Sheldon Park
water testing, in the amount of 152.50
*A motion was made by Bill Silas and seconded by Rob Grasso to authorize payment of the above bills. Motion passed unanimously.
An additional bill was presented from Killingworth True Value for a pressure gauge and switch in the amount of $ 34.00. It was decided to hold payment of this bill until further information was received from Walter Adametz.
c. The following applications were received:
- Application from KYL for the use of Bethke field Monday thru Friday, 4:30 - 6:30 PM, from 8/24/09 to 10/30/09, for practices, and the use of Rocco field Monday thru Friday 4:30 - 6:30 PM and Saturday 9/12, 9/19, 9/26, 10/3, 10/17, & 10/24/09, 9:00 AM – 4:00 PM, for practices and games.
*A motion was made by Bill Silas and seconded by Susan Dean to approve the application received from KYL for the use of Bethke field, Monday thru Friday, 4:30 - 6:30 PM, from 8/24/09 to 10/30/09, for practices, and the use of Rocco field Monday thru Friday 4:30 - 6:30 PM and Saturday 9/12, 9/19, 9/26, 10/3, 10/17, & 10/24/09, 9:00 AM – 4:00 PM, for practices and games. Motion passed unanimously.
- Application from KYL for the use of upper Sheldon Park for practices and games, any 2 weekdays 4:30 to 6:30 PM from 8/24/09 to 10/30/09.
- Application from HK Rec. for the use of upper Sheldon Park for HK Youth Soccer and HK Travel Soccer, Monday thru Friday 4:30 PM to dark and Saturday 8:00 AM to 5:30 PM 8/17/09 to 11/07/09.
*A motion was made by Susan Dean and seconded by Bill Silas to approve the 2 applications received from KYL for the use of upper Sheldon Park for practices and games, any 2 weekdays, from 8/24/09 to 10/30/09, and HK Rec. for the use of upper Sheldon Park for HK Youth Soccer and HK Travel Soccer Monday thru Saturday, 8/17/09 to 11/07/09 with the exact times and dates of use to be coordinated between the two organizations. Motion passed unanimously.

6. Treasurer’s Report - Treasurer Bill Silas reported had not received an updated statement from the Town’s Finance Director.

7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – The commission decided to postpone discussion of the renovation design until a future meeting. Dan noted that the spring animal was still broken and Bill stated he would investigate it.
• Rocco – nothing to discuss.
• Bethke – Bill noted that the gate and signs have been ordered.
b. Wettish Property Development
- Construction - Glenn reported that the construction entrance is now open. Glenn stated that his primary concern at this time is the drainage toward the Palms’ property. He stated that he visited the property to see for himself, noting that the Palms’ house is directly across the street from the park and the proposed drainage pipe empties onto their property toward the house. Glenn suggested it would be in everyone’s best interest to move the drainage outlet to the side to empty into a swale away from the Palms’ house. Glenn stated his belief that this would not cause any problem. The commission then discussed other adjacent properties to ensure there would be no negative impact and Glenn noted that the cost to make this adjustment should be minimal.
*A motion was made by Glenn Johnson and seconded by Susan Dean to allow Glenn to issue a change order and get cost implications to modify the drainage outlet structure on the Wettish property to alleviate the water flow onto the Palms’ property and instead direct the flow away from their property. Motion passed unanimously.
Glenn further discussed the possible need for additional excavation, gravel and geo-textile fabric for the road ways and parking area. He noted that the cost could be between $40,000 and $60,000. The commission then expressed concern that this cost could equal the contingency.
*A motion was made by Glenn Johnson and seconded by Susan Dean to authorize Glenn to obtain a cost for the extra gravel, excavation and geo-textile fabric that may be necessary for the Wettish project roadway and parking areas. Motion passed unanimously.
Glenn and Eric advised the commission that the area had been sprayed and tree cutting was beginning. Dan asked if the commission could get a time-table from Venuti Enterprises to establish a payment schedule to coincide with the work as it progresses. Glenn noted that he provided a standard Excel spreadsheet to simplify the process. Dan stated the State informed him they need only the list of bidders and bid amounts. Dan requested the recording secretary prepare a Bid Tabulation table, and further noted he would like a publicity photo taken of the Selectmen with shovels in hand in front of the STEAP Grant sign for the press.
- Irrigation – It was noted the low bid for irrigation was $38K. Eric showed the irrigation contractor’s plan for the project and voiced a concern that the water coverage may not be equal throughout the area, noting specifically that the edges of the fields may not receive equal coverage. Dan added that since the edges of the fields get the most foot traffic and therefore the most wear and tear, it is imperative that they receive equal water coverage. Discussion followed. The contractor was able to quote a lower cost by reducing the number of heads and controllers and Eric would like the contractor to demonstrate equal coverage, perhaps with more zones or adjusted timing. Also, discussion followed regarding drainage and options to avoid wet areas and dry areas. Eric suggested that these issues be addressed with the irrigation contractor prior to signing the contract. He believes that he can work these issues out with the contractor, has left him a message but the manager is on vacation until later in the week. Eric will report back.
- Phase II – Eric would like to start the test holes for Phase II, and a discussion of funding followed.
*A motion was made by Bill Silas and seconded by Susan Dean to authorize Eric Auer to discuss digging the Wettish Project Phase II test holes with the Town. Motion passed unanimously.

8. New Business – no new business was presented.
The commission discussed the 2009 meeting schedule, noting that the regularly scheduled Thursday meetings were no longer necessary since the Wettish project had been approved by the town, contract awarded and construction had begun.
*A motion was made by Glenn Johnson and seconded by Bill Silas to cancel the Park & Recreation Commission’s Regular Meetings scheduled for the third Thursday of each month for the remainder of 2009, beginning with July 16. The Monday meetings will remain unchanged. Motion passed unanimously.

9. Adjournment
*A motion was made by Glenn Johnson and seconded by Bill Silas to adjourn the meeting at 8:55 PM. Motion passed unanimously.

Special Meeting June 12, 2009

noreply@blogger.com (host) — Fri, 12 Jun 2009 11:56:00 +0000

Killingworth Park and Recreation Commission
Special Meeting June 12, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a Special Meeting on Friday, June 12, 2009, at 4:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Susan Dean
Glenn Johnson
Absent: John Machold
Bill Silas
Rob Grasso
Scot Thomas
Visitors: Richard Cabral, Killingworth First Selectman
Eric Auer, Wetttish Property Development advisor
Representatives of four irrigation contractors
Chairman Dan Colonia called the meeting to order at 4:02 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Opening bids for Wettish Property Irrigation
Five bids for irrigation at the Wettish property were opened, as follows:
1. Anderson Turf Irrigation Inc. (not in attendance)
Base bid $ 68,922.00
Deduct Alt. $ 20,611.00
No DAS pre-qualification, no bid bond
2. Winterberry Irrigation, LLC (in attendance)
Base bid $ 39,243.50
Deduct Alt. $ 8,540.00
No DAS pre-qualification, bid bond included
3. Fournier Irrigation (in attendance)
Base bid $ 69,879.00
Deduct Alt. $ 15,540.00
No DAS pre-qualification, bid bond included
4. Executive Landscaping Inc. (in attendance)
Base bid $ 66,200.00
Deduct Alt. $ 22,200.00
No DAS pre-qualification, bid bond included
5. National Lawn Sprinkler (in attendance)
Base bid $ 69,350.00
Deduct Alt. $ 19,000.00
No DAS pre-qualification, bid bond included
(See attachment for addresses)
Dan noted that the apparent low bidder is Winterberry Irrigation LLC, of Southington. Discussion then followed between the commission and the bidders’ representatives regarding DAS prequalification, and Glenn noted that this prequalification is a stipulation of the STEAP Grant and not the Town itself. Dan also clarified that DAS prequalification is required at the time of the bid, and therefore cannot be obtained at a later time.
The commission informed the attendees that the next step will be to contact each bidder to provide DAS prequalification information.

9. Adjournment
Glenn thanked everyone for their attendance.
*A motion was made by Glenn Johnson and seconded by Susan Dean to adjourn the meeting at 4:27 PM. Motion passed unanimously.

Regular Meeting June 8, 2009

noreply@blogger.com (host) — Mon, 08 Jun 2009 11:55:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting June 8, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, June 8, 2009, at 7:42 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Dean
Glenn Johnson (arrived at 8:14 PM)
John Machold
Rob Grasso
Absent: Bill Silas
Scot Thomas

Chairman Dan Colonia called the meeting to order at 7:42 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of:
- Regular Meeting held May 11, 2009
*A motion was made by Susan Dean and seconded by John Machold to accept the minutes of the May 11, 2009 Regular Meeting as written. Motion passed unanimously.

4. Visitors: Richard Otto, Wetttish Property Development advisor

5. Communications, Bills and Applications
a. Dan presented communications received on the table for review.
b. The following bills were received:
Killingworth Garage $94.60
Dawn R. Mooney (recording sec.) 51.76
Anthony Carri (May) 279.00
Olson Sanitation (May) 219.00
CL&P 38.81
CL&P 39.99
CL&P 39.74
*A motion was made by Susan Dean and seconded by Rob Grasso to approve payment of the above bills. Motion passed unanimously.
Dan stated that Bill Silas had requested that the commission approve $725 to $1000 to weed-whack and clear fences of all brush at the three fields. Discussion followed regarding prior maintenance at Bethke Field and the break-down of the estimated costs.
*A motion was made by Susan Dean and seconded by John Machold to approve up to $1000.00 to weed-whack and clear fences of all brush at the Town’s three fields. Motion passed unanimously.
c. The following applications were received:
- Application from HK Soccer Club for the use of Sheldon Park 5:30 - 7:30 PM on Mondays from 6/29/09 to 7/20/09 for first and second grade soccer skills.
Discussion followed regarding minimal field availability on Monday nights and it was decided that Tuesday nights would better accommodate the club’s needs.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve the application received from HK Soccer Club for the use of Sheldon Park 5:30 - 7:30 AM on Tuesdays (instead of Mondays as originally requested) from 6/29/09 to 7/20/09 for first and second grade soccer skills. Motion passed unanimously.
- Application from HKHS Boys and Girls Soccer Teams for the use of Sheldon Park nightly (8 boys’ games on Tuesdays/Thursdays and 10 girls’ games on Mondays/Wednesdays) from 6/15/09 to 8/21/09 for Summer Soccer League.
*A motion was made by John Machold and seconded by Susan Dean to approve the application received from HKHS Boys’ and Girls’ Soccer Teams for the use of Sheldon Park nightly (8 boys’ games on Tuesdays/Thursdays and 10 girls’ games on Mondays/Wednesdays) from 6/15/09 to 8/21/09 for Summer Soccer League. Motion passed unanimously.

6. Treasurer’s Report - Treasurer Bill Silas was not present.

7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Dan noted that the spring animal was not repaired and stated he would call Walter. John asked if the concrete by third base had been removed yet and noted that he would check on it.
• Rocco – nothing to discuss.
• Bethke – nothing to discuss.
b. Wettish Property Development
Dan presented an invoice for $409.10 received from Joseph Merritt & Company for 20 copies of the irrigation documents/bid papers. He noted that 3 copies had been picked up when he last checked, but Glenn had indicated there were 6 or 7 interested parties.
*A motion was made by Susan Dean and seconded by John Machold to approve payment of $409.10 to Joseph Merritt & Company for 20 copies of the irrigation documents/bid papers. Motion passed unanimously.

Dan stated that he is attending tomorrow’s Board of Finance meeting to present the Wettish project plans, noting that the Board of Selectmen has already approved up to $975,000. He further noted that he does not expect any problems gaining Board of Finance approval, which would allow the Special Town Meeting to be scheduled for next week. The hope is for construction to begin early in July. Dick questioned the source of the irrigation figures used in the presentation, and Dan noted the numbers are an estimate by Bisco. Discussion followed regarding the bid opening scheduled for 4:00 PM on Friday, June 12, and next week’s tentative Special Town Meeting.
Dan also discussed an invoice received from Weston & Sampson in the amount of $1408.60. The original Weston & Sampson contract included 10 copies of the construction bidding documents. This invoice is for the additional 15 copies that the commission requested ($808.60), as well as 4 hours of Richard Boston’s time to attend the bid opening meeting ($600.00).
*A motion was made by Susan Dean and seconded by John Machold to approve payment of $1408.60 to Weston & Sampson for 15 copies of the construction bidding documents ($808.60), and 4 hours of Richard Boston’s time to attend the bid opening meeting ($600.00). Motion passed unanimously.
Dick questioned which budget this money will come from, and Dan explained that it will come from the Wettish development budget which has approximately $34,000 remaining.

8. New Business – no new business was presented.

9. Adjournment
*A motion was made by John Machold and seconded by Glenn Johnson to adjourn the meeting at 8:20 PM. Motion passed unanimously.

May 11, 2009 - Notice of Vote

noreply@blogger.com (host) — Tue, 12 May 2009 01:54:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting May 11, 2009

NOTICE OF VOTE

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

Visitors: Richard Otto

Chairman Dan Colonia called the meeting to order at 7:45 PM.

*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.

*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.

*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.

*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.

*A motion was made by Bill Silas and seconded by Susan Dean to approve payment of the following bills:
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
Motion passed unanimously.

*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.

*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.

*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.

*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

noreply@blogger.com (host) — Tue, 12 May 2009 01:50:00 +0000

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.

Special Meeting April 27, 2009

noreply@blogger.com (host) — Tue, 28 Apr 2009 01:55:00 +0000

Killingworth Park and Recreation Commission
Special Meeting April 27, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a Special Meeting on Monday, April 27, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
John Machold
Scot Thomas (arrived at 7:45 PM)
Susan Dean
Absent: Glenn Johnson
Bill Silas

Visitors: Eric Auer
Richard Otto

Chairman Dan Colonia called the meeting to order at 7:35 PM.

2. Pledge of Allegiance

3. Wettish Property Development
Review and discussion of bids – The group discussed the need to review the bids quickly to return those bids not in contention within the stated timeframe. Dan also expressed the opinion that the Town should return the bids since the bidding packages were submitted to the Town. Susan questioned which of the bidders had experience constructing playing fields, and Dan explained that could be determined only by examining each bid.
Dan closely reviewed the highest bid ($1,707,000.00) to determine why there was such a large difference (approx. $900,000) between the low bids and the highest bidder, #12 Ralph Camputano & Son Excavating, Inc. He had hoped the bid included detail of costs, but determined it did not. Eric offered a possible explanation in that local bidders do not have to move their heavy equipment from distant towns to Killingworth as do bidders from farther away.
Dan then separated the 5 lowest bids and the commission reviewed each one for completeness noting included items on spreadsheet (a copy of which is attached to these minutes). The commission noted that if a piece of the package is missing, that piece must be supplied when the contract is signed as follows:
#13 Venuti Enterprises, Inc. - $758,751.27
Dan noted package included 2 page #2’s, one of which is blank, so Dan drew lines through it and he and Scot both signed it. Dan also noted that a list of subcontractors’ FEIN #’s will need to be provided, as will prevailing wages certificate.
Dan noted that each sub-contractor over $25,000 must be checked on the State DAS website, and Eric noted that part of Glenn’s job will be to ensure no one goes onto the construction site without being pre-qualified.
#11 Colossale Concrete, Inc. $ 833,000.00
Dan noted package was complete.
#15 Schumack Engineered Construction $ 840,880.00
Dan noted this bidder did not acknowledge Addendum 2, and questioned if the commission wanted to consider them. Dick suggested contacting them in writing to clear up the confusion.
*A motion was made by John Machold and seconded by Scot Thomas to communicate in writing with Schumack Engineered Construction to notify them that Addendum 2 was not acknowledged and verify that they did, in fact, include Addendum 2 in the bid figure. Motion passed unanimously.
#1 Machnik Bros., Inc. $ 849,995.00
Dan noted package was complete.
#7 Supreme Industries, Inc. $ 874,000.00
Dan noted package was complete.
Discussion followed regarding all 5 low bidders, and notification of non-qualifiers It was agreed that the 4 non-qualifiers could be notified by the Thursday deadline. At this time the irrigation documents are not complete, and discussion followed regarding the need for coordination between the general contractor and the irrigation bidder.
*A motion was made by Scot Thomas and seconded by John Machold to forward the lowest bid to the Board of Selectmen with 2 incomplete areas clarified. Motion passed unanimously.
Dick questioned the maximum amount of time to complete the project and it was discussed that the original bidding document specified 240 days.

4. Adjournment
*A motion was made by Scot Thomas and seconded by John Machold to adjourn the meeting at 8:45 PM. Motion passed unanimously.

Special Meeting April 23, 2009

noreply@blogger.com (host) — Fri, 24 Apr 2009 01:55:00 +0000

Killingworth Park and Recreation Commission
Special Meeting April 23, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a Special Meeting on Thursday, April 23, 2009, at 4:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
John Machold
Absent: Scot Thomas
Susan Dean
Glenn Johnson
Bill Silas

Visitors: Richard Boston, Weston & Sampson
Eric Auer
Representatives from numerous bidders

Chairman Dan Colonia called the meeting to order at 4:03 PM. (Since a quorum was not in attendance, no motions could be made.)

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Wettish Property Development
Opening of Bids – Bidding for the Wettish project closed at 4:00 PM and sixteen bids were received. Richard Boston, of Weston & Sampson, opened, assigned a number and noted the completeness of each bidding package (based on the following aspects: received on time, bid form, lump sum bid, acknowledgement of Addenda 1 and 2, signature, bid deposit.) Bidding packages for the project were received from the following bidders (a complete list of names and addresses is attached to these minutes):

#1 Machnik Bros., Inc. $ 849,995.00

#2 Midstate Site Development, LLC $1,204,000.00

#3 H. I. Stone & Son, Inc. $1,350,000.00

#4 Spazzarini Construction Co., Inc. $1,072,800.00

#5 Simscroft-Echo Farms, Inc./Girard Brothers $1,124,955.00

#6 Mather Corporation $1,297,000.00

#7 Supreme Industries, Inc. $ 874,000.00

#8 Carpenter Companies $ 979,449.00

#9 Giordano Const. Co. Inc. $1,039,000.00

#10 DeRita Construction Company, Inc. $ 952,000.00

#11 Colossale Concrete, Inc. $ 833,000.00

#12 Ralph Camputano & Son Excavating, Inc. $1,707,000.00

#13 Venuti Enterprises, Inc. $ 758,751.27

#14 Old Colony Construction $1,267,000.00

#15 Schumack Engineered Construction $ 840,880.00
(*Missing Acknowledgement of Addendum 2)

#16 Mastrobattisto Inc. $ 988,000.00

Most bidder representatives departed at 4:35 PM after the final bid was opened, but a representative from Schumack Construction remained and stated that they had not received Addendum 2 and questioned what it was. She further stated that she had called town hall yesterday to question another addendum and was told that there was not one.
The remaining commission members and advisors discussed the next step of verifying the low bidders are pre-approved by the State, and then reviewing the low bids closely. Richard Boston agreed that the bids should be examined to be sure all paperwork, including DAS certification, is intact. The group noted that the five low bids are #13, #11, #15, #1 and #7, in that order. Richard Boston cautioned that #15 did not take Addendum 2 into account and therefore could present a problem, and #13 appears in disarray and must be closely examined to insure it is complete.

4. Adjournment – The meeting adjourned at 5:00 PM.

Regular Meeting April 13, 2009

noreply@blogger.com (host) — Tue, 14 Apr 2009 03:13:00 +0000

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

noreply@blogger.com (host) — Mon, 13 Apr 2009 21:08:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting April 13, 2009

NOTICE OF VOTE

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

Visitors: Richard Otto

Chairman Dan Colonia called the meeting to order at 7:38 PM.

*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.

*A motion was made by Susan Dean and seconded by Bill Silas 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.

*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.

*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.

*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.

*A motion was made by Bill Silas and seconded by Susan Dean to authorize payment of the following bills:
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, for 3/9 & 3/19, in the amount of $ 103.23.
Motion passed unanimously.

*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.

*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.

*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 March 19, 2009

noreply@blogger.com (host) — Thu, 19 Mar 2009 20:57:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting March 19, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Thursday, March 19, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Scot Thomas
Susan Dean
Bill Silas
Glen Johnson
Absent: John Machold

Visitors: Richard Otto

Chairman Dan Colonia called the meeting to order at 7:41PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Wettish Property Development
-Bidding documents/process
Glenn stated that the bidding documents received Weston & Sampson’s legal department approval and Park & Recreation Commission’s approval, but he noted that Town Attorney Mike Wells and First Selectman Richard Cabral had additional issues in the second review of the document. He went on to explain that he spoke with Richard and Attorney Wells and quickly updated the documents to resolve the attorney’s issues. The documents are now ready to be forwarded to Attorney Wells for his third approval and to move forward. Glen stressed that he believed it would be helpful to sit with Attorney Wells and address his comments face-to-face. Discussion followed regarding the First Selectman’s outward support of the project but behind the scenes resistance to move forward.
Dan then stated that Richard had read the minutes of the last meeting and was concerned that a refundable deposit for the bidding documents would cost the Town additional money. Dan noted that he had tried to explain that in the long run a refundable deposit would allow copies of the bidding documents to be re-used when the contract was awarded, and would ultimately save money, but Richard disagreed. Dan stated that he could not convince Richard that there was a future use for the documents. Scot Thomas suggested that the commission use Joseph Merritt & Company’s “Plan Well” program which for an $80 fee from the commission would copy and issue the bidding documents and log bidder information, and the bidders would pay Joseph Merritt & Company without the Town’s involvement. Glenn noted that that was a very good idea but the documents state that the package would be available at Town Hall and would have to be changed.
Detailed discussion followed regarding advertisement of bidding in the Hartford Courant, citing prior motions. Dan asked if the targeted date (3/20) was possible and Glenn stated that the bidding specs should be available by that afternoon but the ad would not appear. As soon as the documents are available the ad will be sent and the 30 day bidding period would be adjusted to coincide. Until the ad appears, bidders will not know the documents are available. Killingworthtoday.com will also be sent notice and Scot will look into trade publications. Dan noted to be careful to notify all bidders concurrently and Dick cautioned not to imply preferential notification.
Dan explained that he spoke to Dave Steiger who assured him that Killingworth’s STEAP funds are available despite the state’s budget shortfall and noted that bidders must be pre-qualified by the State of CT in accordance with the STEAP Grant guidelines. Glenn noted that the documents reflect this pre-qualification requirement. Discussion followed regarding the difficult and lengthy process for bidders to become pre-qualified,
and the commission expressed the hope that local bidders will be able to meet this requirement.
*A motion was made by Bill Silas and seconded by Scot Thomas to change the wording of the bidding document from a “refundable” fee to “non-refundable”. Motion passed unanimously.
*A motion was made by Scot Thomas and seconded by Bill Silas to amend the method of distributing the bidding documents to include Joseph Merritt & Company’s “Well Plan” program, as well as distribution at Killingworth Town Hall. Motion passed unanimously.
Bill questioned the use of the term “invitation to bid” and Glen noted that Attorney Wells has approved all wording in the document. Dick asked if a process had been established for the receipt of bids. Dan stated he would discuss that with Richard tomorrow. Glenn offered to prepare a spreadsheet for Carol Gordon’s use to log bidders’ information and send it to Dan.

-Irrigation
Dan stated that he received a breakdown of the well bill from Weston & Sampson showing that they billed only the $7,900 agreed per contract and not the full $9,200 incurred. (A copy of this breakdown is attached to these minutes.) Bill questioned if more billing would follow feeling the issue was left open. Scot agreed, but Dan feels it was unofficially stated that the contractual amount of $7,900 would be final.
Dan also stated that he received a copy of a letter sent to Richard Cabral from Mr. Fred Jackson and his Attorney Carl P. Fortuna, Jr. (a copy of which is attached to these minutes) regarding the possible impact of the Wettish well on Mr. Jackson’s 2 wells and other wells on Parker Hill Road. The commission discussed the location of Mr. Jackson’s wells being about ½ to 1 mile from the Wettish well. Since there is a 17 lot subdivision between the Wettish well and Mr. Jackson’s wells, the consensus of the commission was Mr. Parker’s and neighbors’ wells would be more impacted by those 17 wells that by the Wettish well. Glenn noted that the withdrawal rate from the Wettish well will be significantly lower than the State of CT’s 50K gallon/day threshold for “significant” withdrawal. Glenn will draft a response to Attorney Fortuna’s letter.
Glenn stated that he has certified the Wettish well test (a copy of which is attached to these minutes), and will give Eric Auer a copy for Building Inspector Dick Leighton. He also noted that he has begun preparing the irrigation specs to save about $10K engineering fees and about 2 weeks time. The bidding package should contain technical specs and project design, noting that bidders must comply with the Davis Bacon Act regarding prevailing wages. Glen noted he will electronically send the documents to Attorney Mike Wells for his review and comment, but he stated he would like to meet with Attorney Wells to discuss his comments in person. Dick questioned if Glenn used the same specs as Weston & Sampson, and Glenn noted that he could not use Weston & Sampson’s but is preparing comparable specs. He further noted that Attorney Wells will then have the opportunity to review them.
Dan questioned if Glenn about irrigation design, and Glenn stated he had the first field, but not with him at the moment. Dan advised Glenn to plan for one field but price all the fields, noting that Eric had felt that the general contractor’s cost may be low enough to allow for irrigation on more than one field within budget. Dan added that the underground piping should be done for all the fields, but to keep under the 50K gallon/day threshold only one field would be irrigated each day and the irrigation would be rotated. Detailed discussion and examination of the designs followed regarding whether there was enough top soil between the drainage and irrigation pipes, or whether the irrigation pipes would be under the drainage pipes, herringbone versus catawampus design and under turf installation. Glenn noted that the laterals must go in as part of the base contract work and again stressed the need for coordination between the general and irrigation contractors.

9. Adjournment
*A motion was made by Scot Thomas and seconded by Susan Dean to adjourn the meeting at 8:44 PM. Motion passed unanimously.

Regular Meeting March 9, 2009

noreply@blogger.com (host) — Mon, 09 Mar 2009 20:58:00 +0000

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.

Special Meeting March 5, 2009

noreply@blogger.com (host) — Thu, 05 Mar 2009 22:09:00 +0000

Killingworth Park and Recreation Commission
Special Meeting March 5, 2009

1. Call to order
The Killingworth Park and Recreation Commission held a special meeting on Thursday, March 5, 2009, at 7:00 PM at the Haddam-Killingworth Middle School, Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Scot Thomas
Susan Dean
Glen Johnson

Absent: John Machold
Bill Silas

Visitors: Eric Auer Chris Kelly Gina Regolo
Richard Cabral Cathy Iino John McMahon
Shelly Cumpstone Peter Cumpstone Gaylord Rockwell
Jere Adametz Robin Chasse Patricia Trapasso
Karen Johnstone Neal Lewis Joan Lewis
Doug Ewers Dave DeRita Peter DeRita
Thomas Abassi

Chairman Dan Colonia called the meeting to order at 7:07 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Wettish Property Development
Chairman Dan Colonia welcomed the visitors to the information meeting and explained that he would give an overview of the Wettish project (a copy of his slide presentation is attached to these minutes) and entertain any questions that arose. Dan presented a property overview including purchase details and property features. He went on to discuss the Park & Recreation Commission’s Master Plan Matrix and this project’s role in that matrix.
Dan then discussed the project’s funding and permitting, citing the STEAP Grant and the Town funds. Weston & Sampson’s involvement from the conceptual drawings through the final design was discussed at length. Dan detailed the design of 2 large fields and 2 small fields, with irrigation as the budget allows, ADA parking and paths, gravel access roads and 170 car parking area. Doug Ewers questioned the elevation difference between the fields and Dan explained there would be little difference and all runoff would be directed into catch basins. Dan also discussed features, such as a pavilion, that could be added to the project in the future. Karen Johnstone questioned the number of games to be played on the fields per day, and Dan cited Sheldon Field’s usage as a reference.
Dan went on to note that great attention was paid to minimized environmental impact. The preservation of 84% of the property’s stone walls and relocation of walls, where necessary, was discussed, as well as the fact that over 100 acres of trees was left untouched. Shelly Cumpstone questioned the roadside tree line. Dan explained that the trees along the road would not be touched, making the facility less visible from the street preserving its rural appeal. Robin Chasse questioned the ADA paving and Dan explained that only those specific ADA paths, 4 to 5 feet in width, would be paved. All other areas would be gravel to facilitate drainage.
Dan then discussed expected costs. The engineering estimate is $1.2M, but the Commission expects the actual cost to be significantly lower than that figure. Dan explained that initially irrigation would not be included on all of the fields, deferring some of the expense for future funding options such as grants, donations and fund raising efforts.
Robin Chasse questioned if the existing house had a well. Dan stated that the house had a very old artesian well that could not be used and went on to explain that Park & Recreation Commission had a new well drilled within the past months that yields 25-30 gal/min. Dan further explained that the bidding documents are now being reviewed for the second time and the Commission hopes to go out to bid within a couple of weeks.
John McMahon questioned the possibility of using prevailing wages for the STEAP Grant portion of the project and budget wages for the town funded portion. Dan relayed a conversation he had earlier in the day with his State of Connecticut contact. Any contractor for a project over $500K or sub-contractor over $25K must be prequalified by the State, and it is very difficult to separate expenses because when using STEAP funds, State guidelines must be followed. John then asked if construction could be separated into 2 projects and Dan agreed to further investigate that option.
Discussion then followed regarding the use of 1 access road and the number of parking spaces that would allow. Neal Lewis asked if a traffic study had been done and Dan stated that with 170 spaces a traffic study was not necessary. Shelly Cumpstone added that at the property’s location on Parker Hill Road there was 1000+ feet of open road with no curves. Dan went on to state that the access road was designed to allow buses to access the fields, but noted that the majority of the games to be held at the site were local games and therefore without busses. He noted that bus traffic would be very rare.
Thomas Abassi questioned if contractors were involved in estimating project costs and asked about hills, slopes and retaining walls on the property. Eric Auer explained that the engineer’s projected costs were very high and the project would likely cost significantly less. He also explained that the slope of the land was about 5–6% and retaining walls were not needed.
Dan discussed annual maintenance costs outlining $15–20K for grass cutting and $5-6K for fertilizing to properly maintain the fields, thereby doubling the annual Park & Recreation Commission budget. Neal Lewis questioned whether the cost to maintain Parker Hill Road would also increase.
Dan then discussed the schedule of approvals the project must receive after the bidding process and discussion followed regarding approval by Killingworth residents. Karen Johnstone questioned the Town Meeting notification procedure, stating that many Parker Hill Road residents are not notified. First Selectman Richard Cabral addressed the issue stating that all Town Meetings are advertised, in accordance with state statute, in the newspaper of record, which for Killingworth is The Hartford Courant. He further explained that Town Meetings are also advertised on Killingworthtoday.com as a courtesy because it is a source of information for town residents. Selectwoman Cathy Iino added that the Town would consider any other notification methods that were suggested. Shelly Cumpstone then commended the Commission for so well addressing the issues raised at the last informational session and serving the recreational needs of the Town.
Dan then concluded his presentation by thanking all those who have worked diligently to bring the project to this point, and assured those present that the Commission had worked very hard to preserve the rural appeal of the area. He then opened the meeting to further questions.
Neal Lewis questioned whether anyone could guarantee that the two-fold increase in the Commission’s budget would not be funded by a tax increase, and Board of Finance Chairman John McMahon assured that the funds for such an increase could come from many areas other than an increase in taxes. Cathy Iino questioned if schools use the fields, and Dan explained that schools occasionally ask to use the fields, but that schools, organizations or individuals are never charged for use of the Town’s recreational facilities. Joan Lewis questioned why out-of-town residents are not charged and detailed discussion followed. Dan explained that out-of-town groups would have neither the need nor the desire to use Killingworth’s facilities, but that STEAP Grant guidelines prohibit charging anyone for field use. Shelly Cumpstone noted that anyone wishing to reserve any of Killingworth’s fields must submit an application for approval by the Commission and Dan added that out-of-town applications are never received. Karen Johnstone questioned how the number of fields in Killingworth, with the addition of Wettish fields, will compare to nearby, similar-sized towns. Dan explained that other towns will still have more fields than Killingworth, and went on to note that prior studies have shown that Killingworth needs even more fields than this Wettish project will provide. Dan explained that currently Sheldon Field is extremely overused and therefore in very poor condition.
Peter Cumpstone asked whether the $500K STEAP Grant amount was included in the $1.2M overall figure, and Dan replied that it was and only and additional $720K was needed. Eric Auer added that in today’s economic climate the amount of money needed should be significantly less than that figure.
Joan Lewis questioned whether the use of snowmobiles would be allowed on the site, and also what the fields’ hours of use would be. Dan explained that quiet activities, such as yoga classes, could start as early as 6 AM, but games would be scheduled only from 9 AM to dusk. Dan and Richard Cabral then explained the Killingworth ordinance prohibiting use of snowmobiles and other motorized vehicles on Town property, noted that this would be posted at the fields and suggested the police be notified if this ordinance is violated. Dan offered further suggestions for police notification to ease Parker Hill residents’ concerns.
Robin Chasse asked if solar power could be used at this park and Dan agreed to investigate that option further. Further discussion centered on the issue of speeding on Parker Hill Road. Richard Cabral addressed the issue as a town-wide problem, noting that Killingworth has used “smart” machines to monitor speeding on town roads in the past, but these devices do not capture speeders’ license plates so tickets cannot be issued. He explained the Resident Trooper is constantly issuing speeding tickets on all roads in town, but the Town would entertain any suggestions from residents to better combat this problem.

7. Adjournment
*A motion was made by Glenn Johnson and seconded by Scot Thomas to adjourn the meeting at 8:16 PM. Motion passed unanimously.

Regular Meeting February 9, 2009

noreply@blogger.com (host) — Mon, 09 Feb 2009 22:09:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting February 9, 2009

1. Call to order
The Killingworth Park and Recreation Commission held its regular meeting on Monday, February 9, 2009, at 7:30 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Scot Thomas (arrived at 7:40 PM)
Susan Dean
Glen Johnson
Bill Silas
Absent: John Machold

Visitors: Eric Auer
Hilary Kumnick (arrived at 8:40 PM)
Richard Otto

Chairman Dan Colonia called the meeting to order at 7:36 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of Regular Meeting held January 20, 2009
*A motion was made by Bill Silas and seconded by Susan Dean to accept the minutes of the January 20, 2008, meeting. Motion passed unanimously.

4. Communications, Bills and Applications
a. Communication – Dan read Chris Kelly’s resignation letter to the commission. Susan stated that she would write a thank you note to Chris for his years of service to the commission. Dan also noted that John Machold is planning to resign, probably effective in March. He went on to express his concern about 2 openings on the commission, and especially about 2 openings on the HK Rec Board. Discussion followed regarding the timing of the HK Rec meetings and Scot Thomas volunteered to serve on that board. Dan questioned both Eric Auer and Dick Otto, but both prefer to remain as advisors to the Commission. Bill Silas will discuss the openings with members of the Killingworth baseball and HK football organizations.

b. The following bill was presented:
A lump sum bill for $7,900.00 was received from Weston & Sampson for well drilling at the Wettish property to date. Eric explained that he was present for the drilling and authorized the continuation of drilling to 500’ to reach water. Discussion followed regarding whether the bill was for Weston & Sampson’s own time only or included Sima’s charges. Dan explained the bill states 100% of the work was done, Bill read from the Weston & Sampson contract and Dick clarified that the amendment specifies $7,900.00. Further discussion followed. Dan will ask for an itemized bill and Dick suggested having driller’s bill attached.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve payment of $7,900.00 to Weston & Sampson for well drilling upon receipt of itemized bill and/or driller’s bill. Motion passed unanimously.

* A motion was made by Bill Silas and seconded by Susan Dean to authorize $1,125.00 payment to Weston & Sampson for bidding documents. Motion passed unanimously.

c. An application was presented from HK Soccer Club requesting the use of Sheldon Field on Saturdays and Sundays and one week night. Dan clarified that 10’s, 11’s and 12’s play on small fields and they hoped to get 2 fields side by side on upper Sheldon and the older teams could play at a different facility. The commission agreed to table the application until a later meeting to discuss all applications at once.

5. Treasurer’s Report
Treasurer Bill Silas reported:
Starting account balance $ 20,625.90
Expenses $ 601.18
Ending balance $ 20,024.72 (22.5% of budget spent)

6. Old Business
a. Parks and Field Maintenance/Evaluations – Nothing to discuss due to time of year and weather conditions.

b. Wettish Property Development
- Bid Documents - Glen met with Weston & Sampson to discuss bidding documents. Weston & Sampson requested that the Commission provide them with Planning & Zoning’s document stating conditions of approval. Discussion followed regarding Planning & Zoning and Inland Wetland’s conditions of approval. The commission agreed that since their requests are incorporated into the plan, there are no further conditions that need to be incorporated. Dick questioned whether Park & Rec. would receive a letter approving the project, but the commission agreed that if no such letter was received the commission’s minutes would speak for themselves.
Dan suggested holding an informational meeting for the town prior to the Town Meeting to approve the project. He would like to present the plan to the town and answer any questions that arise hoping that this would make the Town Meeting to vote on the project a shorter process and more informed vote. Dan also discussed the day’s Killingworthtoday.com article.
- Well – (discussed earlier in the meeting)
- Phase II - Eric then discussed his meeting with the Board of Selectmen. The plan is to use the primary moneys for a single entrance, partial irrigation among other things, and use the second STEAP Grant for the second entrance, additional ball fields and further irrigation. Dick expressed concern about inferring further development before the primary project is in place and cautioned the commission not to change primary direction. Dan wants to start planning further ball fields and Eric stated that the selectmen’s guidance encouraged this. Dick cautioned that the selectmen’s recent guidance has been inconsistent and contradictory. Dan assured the commission that the bidding documents are set and will not change and further noted that the informational meeting will raise questions about future plans that will need to be addressed. Eric reassured that if bidding is favorable, which today’s economic conditions imply, then Park & Rec may want to proceed quickly with phase II.
Discussion followed regarding preliminary prices for design of Wettish phase II and Sheldon Field. Bill questioned whether the commission must go through a selection process again to choose a design firm for subsequent phases, or could the same design firm be used. Group consensus suggested that the selection process should occur again. Dan noted that the STEAP Grant has not paid for any design costs, but rather the money for design came from town appropriated funds. Bill added that he has previously dealt with Schumack at a reasonable cost.
Dan suggested establishing a timetable for the remainder of the project, noting that the bidding documents should be ready by the end of the week and have already been reviewed by the Town Attorney. The commission discussed the need to present information about the project to the town in an informal setting. Eric suggested making the meeting comfortable possibly with refreshments and a short presentation, then questions. Dick noted that there has always been an obligation to present the project to the Town and added that this informational meeting could be held concurrent with the biding window (possibly at the end of February). 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. The commission hopes to have the bids ready for review by the Board of Selectmen at their April 13th meeting (bids will be reviewed to determine the true lowest cost bidder and most viable option), and hopes to begin construction approximately May 1st.
Scot questioned the State’s involvement in the process and discussion followed. Dan suggested sending the bidding documents and schedule to the state to keep them informed.

8. New Business
Eric explained that he has discussed, at no cost, the Wettish project’s irrigation needs and options with a New Hampshire firm and got specs and an estimate of $47,000 for irrigation lines for one field, putting the commission and irrigation in a good position. C L & P costs are estimated at $5,000 for one field, bringing the total to $50 - 55,000. Eric went on to explain that they are trying to avoid costly storage tanks in the design.
Discussion followed regarding bidding the irrigation. Glen cautioned if using two contractors, one for construction and one for irrigation, they must be coordinated and it may cost slightly more to have the construction contractor responsible for the irrigation. Most general contractors do not do irrigation. Dick suggested appointing one entity as construction manager and then all others would fall under him. The commission then discussed the irrigation details, including power and well pump, transformer, transformer pad, underground service and costs.
Dick noted the need to have person designated for cost-control, and the commission’s consensus was Glen would serve as internal cost-control and town Finance Director, Gina Regolo, would serve as external cost-control.

7. Adjournment
*A motion was made by Bill Silas and seconded by Susan Dean to adjourn the meeting at 9:13 PM. Motion passed unanimously.

Special Meeting January 20, 2009

noreply@blogger.com (host) — Tue, 20 Jan 2009 21:59:00 +0000

Killingworth Park and Recreation Commission
Special Meeting January 20, 2009

1. Call to Order
The Killingworth Park and Recreation Commission held a Special Meeting on Tuesday, January 20, 2009, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Members Present: Dan Colonia
Scot Thomas
Susan Dean
Glen Johnson
John Machold
Bill Silas
Members Absent: Chris Kelly
Visitors Present: Richard Otto
Chairman Dan Colonia called the meeting to order at 8:04 PM.

2. Pledge of Allegiance – The Pledge of Allegiance was recited.

3. Minutes of Regular Meeting held December 8, 2008
*A motion was made by John Machold and seconded by Scot Thomas to accept the minutes of the December 8, 2008, meeting. Bill Silas abstained. Motion passed.

4. Communications, Bills and Applications
a. No communications were presented.
b. The following bills were presented:
Bill from Langer Contractors in the amount of $ 212.00 for weed and brush clearing along fence at Sheldon Field. Dan noted on the bill that the correct amount should be $ 200.00 because the Town is tax exempt,
Bill from CL&P in the amount of $ 76.56,
Second bill from CL&P in the amount of $ 37.70,
Third bill from CL&P in the amount of $ 75.89,
Bill from Dawn Mooney for clerical recording services in the amount of $ 46.62,
Bill from Anthony Carri for December (14 days) in the amount of $ 126.00.
*A motion was made by Susan Dean and seconded by Bill Silas to approve all of the above noted bills. Motion passed unanimously.
Weston & Sampson invoice in the amount of $ 5,512.50 (which was tabled at the December 8 meeting awaiting a bill breakdown) was re-presented with the breakdown received from Weston & Sampson. The breakdown was reviewed by the commission and Dan read an email he received from Chris Kelly (a copy of which is attached to these minutes) approving the
$ 3,712.50 amount. Discussion followed clarifying and approving the “Bidding Services” amount of $ 1,125.00 and requesting confirmation from Cathy Jefferson or Eric Auer of Weston & Sampson’s attendance at a second Planning & Zoning Commission meeting.
*A motion was made by John Machold and seconded by Glen Johnson to authorize $ 3,712.50 payment to Weston & Sampson. John then amended his motion to also approve $1,125.00 payment to Weston & Sampson for bidding documents bringing total payment to Weston & Sampson to $ 4,837.50. Motion passed unanimously.
*A motion was made by Susan Dean and seconded by John Machold to approve
$ 675.00 payment to Weston & Sampson upon verification of Weston & Sampson’s attendance at a second Planning & Zoning meeting. Motion passed unanimously.
c. An application was presented from KYL for use of the fields for the spring season. Dan suggested tabling the application until a later meeting to allow other organizations to submit applications as well. The commission agreed.

5. Treasurer’s Report
- Treasurer Bill Silas reported:
Starting account balance $ 22,094.77
Expenses $ 1,468.87
Ending balance $ 20,625.90 (20% of budget spent)
- Bill explained that the 2008 - 2009 operating budget was $ 25,850.00, and he would like to submit a 2009 - 2010 operating budget of $ 26,650.00, noting increases in the areas of recording clerk fees, electric bills and fuel consumption, and decreases in areas including repairs, maintenance and miscellaneous expenses.
*A motion was made by Bill Silas and seconded by John Machold to approve
$ 26,650.00 budget for 2009 – 2010 fiscal year. Motion passed unanimously.
- Bill would like to re-introduce the Kubota tractor and trailer, which was turned down last year, in the amount of $ 15,000.00.
- Sheldon design/engineering – Dan would like money in the budget to start the design process. Chris had presented figures to the State for the STEAP grant of $ 34,000.00 for Wettish Phase II and $ 28,000.00 for Sheldon and Dan suggested presenting these numbers to obtain “seed money” for the project. (Discussion followed between Dan and Bill clarifying a previous conversation in which Dan referred to $ 500,000.00 for a different figure.) Bill agreed to include the figures.

6. Old Business
a. Parks and Field Maintenance/Evaluations
- Sheldon Park - rocking animal – Dan noted that Susan Otto had spoken to Walter Adametz about the broken spring. The commission agreed that Bill Silas will be the new liason with Walter, and will address this issue.
- Bethke Field – gate – Chris Kelly took over project from Susan Otto. The commission noted that the pole is now painted green and there are new brackets. Dan will email Chris for clarification.

b. Wettish Property Development
- Dan presented the letter from Town Attorney Mike Wells that he had circulated to the commission together with the comments from himself, Chris and Glen. Since there were no further comments, Dan will summarize these comments and draft a letter to Weston & Sampson also incorporating the answers to Weston & Sampson’s questions of the Commission.
- Discussion followed regarding Amendment #2 to Weston & Sampson’s contract. Dan will verify with Chris whether the Board of Selectmen must approve the amount as well as the commission.
*A motion was made by Bill Silas and seconded by John Machold to approve Amendment #2 to Weston & Sampson contract in the amount of $ 4,500.00 for design specs and front end documents. Motion passed unanimously.
Dan informed the Commission that the Board of Selectmen has changed the way they are approaching the bidding documents. The First Selectman would now like correct documents and a correct line item be presented to them at an upcoming meeting, and then presented at a Town Meeting, before the project goes out to bid. Dan would like to present the $1.3M figure, including the contingency and irrigation as separate items, with all specific details, to illustrate the design is very lean and efficient. Dan asked for discussion. Discussion followed regarding the plan, and noting that specific detail was not included in the prior presentation. Dan reiterated that the Board of Selectmen was not previously presented with an engineering report but rather with a summary.
The Commission then discussed this complete reversal of direction from the Board of Selectmen regarding the bidding process for the Wettish Project. Dan explained that he had contacted First Selectman Richard Cabral for authorization to contact Attorney Wells for approval of the Wettish bidding documents, and Richard was quite upset that the Board of Selectmen and the Town had not yet approved the documents, reversing the directive given at the November 10, 2008 Board of Selectmen meeting. Richard informed Dan that the plan and budget must be presented to the Board of Selectmen and then at a Town Meeting before the project could go out to bid. The minutes of this meeting as they pertain to the Wettish Project were then read to the Commission, as follows:
“Selectman Dudek asked if it wouldn’t make more sense to bid this
out first so the town would know what the dollars would be before
going to Town Meeting. Mr. Colonia asked if the BOS would give
its okay to start bidding this project. Mr. Auer noted it would be a
tremendous help to bid before going to Town Meeting. With the
current economic times, he anticipates there will be many bidders.
It was the consensus of the Board of Selectman that Park & Rec go
out to bid for this project. The line item is already in place.”
This a complete contradiction of the direction now being given by Richard.
Dick Otto then summarized that the Board of Selectmen had given a clear directive to the Park and Recreation Commission and had now changed that direction. He expressed his and the entire Commission’s frustration with the interruptions and now complete reversal of direction. He further stated that he was not surprised by the suggestion of the Town Meeting, but had thought the Board had established in principle what they were ready to approve and now reversed that. The Commission discussed this reversal and concurs that the Board of Selectmen’s redirection must be given in writing.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve written communication with the Board of Selectmen asking for a official change of direction regarding the Wettish project bidding from their November 10, 2008 Board of Selectmen’s Meeting. Motion passed unanimously.
The Commission then discussed Weston & Sampson’s document and the numbers to present to the Board of Selectmen, noting the contingencies. The group agreed that if the Selectmen had been clear at their November 10 meeting, Park & Recreation would have already presented the plan and been before a Town Meeting. But the Commission agrees it is now incumbent upon them to present the plan and numbers.
*A motion was made by Bill Silas and seconded by Scot Thomas to present the November 28, 2008 Weston & Sampson engineering documents to the Board of Selectmen. Motion passed unanimously.
Dan informed the group of a $ 787.50 statement from Gould, Larson, Bennet, Wells & McDonnell, for Attorney Wells’ 5.25 hours to review the bidding documents.
*A motion was made by Susan Dean and seconded by Bill Silas to approve approximately $ 800.00 to be paid to Gould, Larson, Bennet, Wells & McDonnell, PC, if necessary.
- Dan informed the Commission that Sima Well Drilling had drilled the well yesterday. They drilled to a depth of 300’ but did not hit water. Eric Auer and Weston & Sampson authorized the drilling to continue. At 415’ – 425’ the water flow was approximately 3 gal/min, so they continued to 500’ where they hit approximately 30 gal/min. Dan stated that there would be an additional drilling expense because of the extra depth, but he noted that the output was excellent. Discussion followed regarding reaching the well location, the structure on the property and the restricted area.
Dan noted that currently all documents from Weston & Sampson are going through Bill Silas. The Commission then discussed naming Glen Johnson as the point of contact for Weston & Sampson noting his expertise and notable experience in the field.
*A motion was made by Scot Thomas and seconded by Susan Dean to designate Glen Johnson as point of contact with Weston & Sampson for the Wettish Project. Glen Johnson abstained. Motion passed.

7. Adjournment
*A motion was made by Susan Dean and seconded by Scot Thomas to adjourn the meeting at 9:32 PM. Motion passed unanimously.

Regular Meeting December 8, 2008

noreply@blogger.com (host) — Mon, 08 Dec 2008 21:59:00 +0000

Killingworth Park and Recreation Commission
Regular Meeting December 8, 2008

1. Call to order
The Killingworth Park and Recreation Commission held a regular meeting on Monday, December 8, 2008, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Otto
Susan Dean (arrived at 8:10 PM)
Chris Kelly
John Machold
Scott Thomas
Absent: Bill Silas

Chairman Dan Colonia called the meeting to order at 8:00 PM.

2. The Pledge of Allegiance was recited by the Commission.

3. Minutes of:
Regular meeting held November 10, 2008
*A motion was made by Susan Otto and seconded by Chris Kelly to accept the minutes of the November 10, 2008, meeting with the following modifications suggested by Chris Kelly: Paragraph 6(b) “Motion … to contract Weston & Sampson to oversee the well drilling process at the Wettish property at a cost of up to $7,900.00” Motion passed unanimously.
Special Meeting held November 24, 2008
The commission discussed Eric Auer’s statement at the last meeting expressing the difficulty of setting up a single bid project that does not exclude smaller local contractors. The commission would like local contractors to have the opportunity to earn some of the money from this project.
*A motion was made by Susan Otto and seconded by Susan Dean to accept the minutes of the November 24, 2008, meeting with the following modifications suggested by Chris Kelly: Paragraph 4 “Motion … to extend Weston & Sampson’s contract to include the preparation of front end documents, general conditions and bidding documents for an additional $4,500.00, to be incorporated into the full bidding specifications and construction documents being certain to incorporate into the design the guidelines of the new Connecticut legislation regarding athletic fields scheduled to take effect in July 2009.” John Machold and Scot Thomas abstained. Motion passed.

4. Visitors: Glen Johnson
Richard Otto

5. Communications, Bills and Applications
a. The following communications were received:
Dan received an email from Lori Marriot of Shoreline Focus on Fitness requesting return of her $50.00 deposit check for the use of Sheldon Field in the fall. Dan will notify Lori that Dawn Mooney has the check in the Town Clerk’s office to be picked up at her convenience.
Dan then discussed the letter he received from the First Selectman inviting him to serve on the Venuti Property Planning Sub-Committee. Dan read the letter which encourages him to accept as Chairman of the Park & Recreation Commission, and he noted that immediately upon receipt he did accept the position, since the town’s use of this land could include recreation facilities. Dan then noted that his name was not included on the initial list of members appointed by the Selectmen. Dan plans to write a letter to the Board of Selectmen again accepting the position. Susan Dean will write to the Board of Selectmen on behalf of the Commission as well.
*A motion was made by Chris Kelly and seconded by John Machold to write a letter to the Board of Selectmen expressing both interest and gratitude for the membership invitation and concern and disappointment over Dan’s omission from the initial membership list. Motion passed unanimously.

b. The following bills were presented:
Bill from Olson Sanitation, thru November 24, in the amount of $ 164.45,
Bill from Anthony Carri for November in the amount of $ 270.00,
Bill from Environmental Consulting Labs, 10/7/08 invoice, in the amount of
$ 152.50,
Second bill from Environmental Consulting Labs, 10/8/08 invoice, in the amount of $ 189.25,
Bill from Killingworth Garage dated 11/26/08 in the amount of $ 61.65,
Second bill from Killingworth Garage dated 10/26/08 in the amount of $ 91.75,
Bill from CL&P in the amount of $ 38.71,
Second bill from CL&P in the amount of $ 37.96,
Third bill from CL&P in the amount of $ 38.88,
Bill from Dawn Mooney for recording services thru November 24, 2008 in the amount of $ 396.27.
Discussion followed regarding Environmental Consulting Labs’ quarterly water tests. Dan expressed concern over the fact that the two tests were conducted only 10 days apart yet they represent two quarters of 2008. The commission agreed that the tests show be conducted farther apart and will contact the Lab to request the same.
*A motion was made by Susan Otto and seconded by Chris Kelly to approve all of the above noted bills. Motion passed unanimously.
Dan also presented a bill he received earlier in the day from Weston & Sampson, dated 12/5/08, for Phase C, bidding services, in the amount of $ 5,512.50. He went on to state that since the bidding documents were not yet completed, the bill should not be approved for payment. Chris Kelly added that the bill should be broken down to correlate with the contract. Dan will contact Weston & Sampson, and the bill will be re-presented at the next meeting.

c. No applications were received.

6. Treasurer’s Report
• Budget 2008-2009 – Treasurer Bill Silas was not present at the meeting to present a Treasurer’s report. Dan noted that $1,500.00 had been taken back by the Town since the front fence at Sheldon Field had not been changed. The group concurred that it would have been premature to change the fence with the redesign of the field forthcoming. Dan further stated that this matter had not been discussed with him.
• Annual Report – Chairman Dan Colonia reported he has started writing the annual report which is due December 16. He discussed the commission’s 2008 accomplishments including receiving the STEAP Grant for the Sheldon Field re-design, completing the design phase of the Wettish property project, getting approved $500,000 funding request for Wettish property, having 2 members serve on the HK Recreation Authority. Chris Kelly added that the A-2 and contour surveys of Sheldon Field were completed, and the green tubing was installed on the fence at the Bethke Field. Dan will also thank the numerous volunteers who have donated time and effort throughout the year, including Shelly Cumpstone for her service on the commission and Jere Manware for his efforts in maintaining the fields.

7. Old Business
a. Parks and Field Maintenance/Evaluations
Irene Sheldon Field – Dan noted that the spring for one of the rocking animals on the playground is broken and dangerous. Susan Otto will call to get this repaired. Dan also noted that he received a complaint regarding a low bar over the walkway out of the dugout/bench area at lower Sheldon, stating that someone could easily hit their head on it. The commission agreed that a safety precaution should be taken such as wrapping the bar with caution tape or painting it orange.
Rocco M. Reale Field – Dan received an email from John Figurelli (KYL) and a call from KYL President Alan Kostek regarding solar powered scoreboards. Dan expressed his desire to accomplish this and will speak to Zoning Enforcement Office Cathy Jefferson regarding the steps to take. Dan agreed that this would be a good idea for Rocco Field as long as the scoreboards are in accordance with all Planning & Zoning guidelines. He also expressed his belief that scoreboards at Sheldon Field should wait until the re-design is completed. The commission agreed.
Bethke Field – Susan Otto stated she had hoped to have a gate donated, but that did not happen. Since she is leaving the commission, she will turn her research over to Chris Kelly and he will investigate gate options. Discussion followed regarding the previous approval of $300.00 for such a gate.
Discussion then followed regarding the bulletin boards. Scot Thomas noted that he had gotten materials for installation donated and had finished painting them green. He will update the commission at a later meeting regarding installation.

b. Wettish Property Development
Dan stated he received an email earlier in the evening informing him the well-drilling had been delayed. The low bidder, Simonelli Well Drilling, decided they would not bring their equipment onto the property without a road to the well location. Weston & Sampson is now contacting the second bidder, Sima Drilling. Chris questioned whether a road could be put in and Dan stated it could not and the drilling equipment would have to be dragged in to the site.
Dan advised Glen Johnson that Weston & Sampson will prepare the front-end documents explaining that it is prudent to have Weston & Sampson stand behind the documents. Chris added that the commission would like Glen to review the documents. Glen agreed that it is a wise decision, and further advised that the town attorney should examine the documents very closely. Chris questioned if the Weston & Sampson contract are available for review and Dan responded that he received one contract earlier in the day and would copy and forward it for review, but the design contract had not yet been received.
Dan and Chris discussed advising the State of Connecticut of design changes at the Wettish property, such as the number of fields being designed, and neither received a response. Dan stated he would follow up with the State. Dick Otto questioned the next meeting. Dan will contact John Figurelli and will attempt to schedule a meeting for next week, or after the holidays. Dan stated he is usually copied on all correspondences and he has not received anything, so he will contact Bill Silas regarding the Weston & Sampson contract for technical specs.

c. Election of Officers
Vice Chairman Susan Otto announced that she will not be returning to the Park & Recreation Commission in 2009, to serve other town interests noting her involvement on the Parmelee Steering Committee, but she will continue to assist the commission in whatever ways she can, including the Annual Fishing Derby. She went on to note that she had found a qualified replacement, Glen Johnson, who would like to join the commission. Susan Otto stated she would notify the Board of Selectmen of her decision and her suggestion for filling her vacancy, and Susan Dean will write to the Selectmen with the Commission’s recommendations. Dan and the entire commission thanked Susan for her 7 years on the Park and Recreation Commission.
Susan Dean then stated that she thought Scot Thomas would be a good choice to replace Susan Otto as Vice Chairman of the Park and Recreation Commission, and Scot expressed his willingness to serve in that capacity.
*A motion was made by John Machold and seconded by Chris Kelly to change the slate of officers for 2009 adding Scot Thomas to the position of Vice Chairman instead of Susan Otto. Motion passed unanimously.

The following slate was then unanimously elected by the Commission:
Bill Silas Treasurer
Susan Dean Correspondence Secretary
Scot Thomas Vice Chairman
Dan Colonia Chairman

8. New Business
Dan Colonia presented the proposed 2009 Meeting Calendar for the Park and Recreation Commission, scheduling meetings for the first Monday of each month unless otherwise noted.
*A motion was made by Susan Dean and seconded by John Machold to approve the 2009 Meeting Calendar. Motion passed unanimously.
The commission then discussed a meeting schedule for the Wettish Property Development Advisory Sub-Committee, scheduling meetings for the third Thursday of each month whenever possible. Dan asked recording secretary Dawn Mooney to produce this schedule.
John Machold and Dan Colonia advised the Commission that the HK Middle School had planned to close the middle school gym to HK Recreation basketball after February vacation because the middle school gym curriculum switches at that time to net sports such as volleyball and badminton. They explained that this issue has since been resolved, having custodians and students needing community service hours moving the nets. They further explained that the HK Recreation Authority has been trying to plan more activities in Killingworth, but has met with resistance from the schools.

9. Adjournment
*A motion was made by Chris Kelly and seconded by Susan Otto to adjourn the meeting at 9:27 PM. Motion passed unanimously.