June 21, 2006

1. Call to Order
The Killingworth Reservoir Road Bridge Engineer Review Committee held a meeting on Wednesday, June 21, 2006, at the Killingworth Town Office Building, 323 Route 81, Killingworth. In attendance were Edward Coppola, Steven Durdy, Kurt Weiss, Louis Fronte and Paul McGuinness. Chairman Coppola noted Brian Ahearn would be absent. Chairman Coppola called the meeting to order at 7:07 PM.

3. Visitors/Correspondence
Jerry and Dolores Sansing from Reservoir Road were present. Mr. & Mrs. Sansing noted they would just like an update and if there is a proposed timeframe for how long this is going to take. Chairman Coppola noted the objective this evening is to select 5 out of the 13 proposals to bring in interviews. He explained that once the engineering consultant is selected, the Committee would be better able to give an estimate of time. The Committee is hoping to be able to pick a consultant by the end of July. Chairman Coppola explained the procedure for picking an engineering consultant. Mr. & Mrs. Sansing asked that they receive continued updates on what is happening. It was noted First Selectman Klein has been keeping them updated. It was noted for the record that Emergency Response has indicated they can still access the area from both ends adequately and there is no delay in response time.

2. Approval of Minutes
Motion by Mr. Durdy, second by Mr. McGuinness, to approve the Minutes of May 18, 2006 amended as noted in the June 14, 2006 Minutes. SO VOTED.

Motion by Mr. Durdy, second by Mr. Weiss, to approve the June 14, 2006 Minutes amending the spelling of the following names, “Bred Stark” to “Brett Stark” and “Robbie Bearcat” to “Rabih Barakat”. SO VOTED.

3. Visitors/Correspondence
Statement from Michelle Nuhn in the amount of $30.05 for meeting of May 18, 2006. Invoice was agreed for payment. It was suggested the Chairman keep copies of these bills in the event they might be reimbursable under the bridge program.

Chairman Coppola reviewed a memo indicating there is a reception on July 7, 2006 at 3:00 PM to honor all First Selectmen, both past and present.

Memorandum received from Town Clerk that Louis Fronte has been appointed to the Committee.

4. Old Business
(b) Election of Secretary
Motion by Mr. Durdy, second by Mr. Weiss, to appoint Louis Fronte as Secretary. SO VOTED.
Chairman Coppola noted it probably would be easier to discuss Old Business and New Business together.

4. Old Business
(a) Continued Review of Engineering Proposals
(c) Review of Report by Paul McGuinness
(d) Review of Report by Stephen Durdy
5. New Business
(a) Select engineering firms to invite for interview
(b) Determine procedure for interviews

There was discussion about whether members have any conflicts of interest on any of the engineering companies that submitted proposals. Chairman Coppola recused himself from the Jacobson and VHB proposals. Other members discussed whether they would have any conflicts.

Discussion followed on how to rank the various companies. There was discussion about which companies have done State and Federal bridges and whether appropriate staff was available to do the project at the right time. There was discussion about checking references once the list has been cut down to five. It was suggested the high and low score be dropped.

A list was prepared of each members score for each of the engineering companies. There was further discussion about dropping the highest and lowest score.

For the record, it was noted the top five companies chosen for interviews were 1) GM2, 2) Cardinal, 3) Purcell, 4) Tectonic and 5) CHA. Six and seven were 6) BL and 7) Anchor.

Chairman Coppola noted the Selectman’s secretary could have letters out to the individual engineering companies within a day or two of notifications.

Discussion pursued as to what members would like to call which company’s references. Chairman Coppola – GM2 Associates. Kurt Weiss – Cardinal. Steve Durdy – Purcell. Paul McGuinness – Tectonic, Louis Fronte – CHA.

The time for interviews was reviewed. It was noted a letter will be drafted and then prepared and sent out by the First Selectman’s secretary. Some previous letters used by the Land Use Committee were reviewed for reference.

Chairman Coppola noted once the top five were interviewed and reviewed, then the list should be narrowed down to three companies.

The differences between the State and Federal Programs were reviewed. There was discussion regarding the hydrology analysis.

Chairman Coppola noted for the next meeting the hydrology analysis will be reviewed, references will be checked, questions to be asked the consultants will be reviewed and the draft letter to the consultants will be reviewed.

It was also noted subcontractors should not be brought to the interviews.

There was discussion as to how much time should be allotted each company. Location and dates for the interviews were reviewed. Chairman Coppola noted there is the possibility of using the Fire House for interviews.

Paul McGuinness briefly reviewed a conversation he had with a representative from bridge safety regarding the use of steel plates.

6. Adjournment
Motion by Mr. McGuinness, second by Mr. Weiss, to adjourn at 9:05 PM. SO VOTED.

July 19, 2006

1. Call to Order
The Killingworth Reservoir Road Bridge Engineer Review Committee held a meeting on Wednesday, July 19, 2006, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut. In attendance were Edward Coppola, Kurt Weiss, Steve Durdy, Paul McGuinness and Louis Fronte. Brian Ahearn arrived just after the meeting began. Chairman Coppola called the meeting to order at 7:07 PM.

2. Approval of Minutes
Motion by to approve amended as follows –
• Page 2, it should be noted that Steve Durdy checked the references for Purcell Associates and Jacobson & Associates.
• Page 2, last paragraph, Chairman Coppola noted the intent of this paragraph was to have 3 firms available if it turns out the first one was not suitable.
• Page 3, 5th paragraph, “Paul McGuinness briefly reviewed a conversation he had with David Paulokowski from Bridge Safety regarding the use of steel plates and the fact that option would not be approved by Bridge Safety.”
SO VOTED.

It is noted for the record Brian Ahearn arrived during discussion of Minutes.

3. Visitors/Correspondence – no Visitors were present.

Correspondence received from J. Howard Pfrommer, Jacobson & Associates, thanking First Selectman Klein for selecting their firm and confirming the interview.

Reviewed correspondence sent to all the Engineering Firms.

4. Old Business
a. Continued Review of Engineering Proposals
b. Continued Review of Temporary Bridge Options
Chairman Coppola reviewed temporary bridge options, one of which is to remove the old pipes and put in new pipes on a temporary basis. Brian Ahearn noted Don Venuti was going to get back to the Committee with a cost estimate. Louis Fronte discussed the option of a structural repair ($30 per square yard would be the cost for a structural repair). This would also increase the hydraulics by 150 percent.

The Committee reviewed various options along with traffic pattern, scouring, riprap, abutments, construction costs, temporary crossings, etc.

It was felt the Town must decide whether to go with the Federal Program or go it alone. There was much discussion about doing the project in house, similar to what Guilford did.

One question for the interviewing should be how the engineering firms feel about contacting a prefab company and investigating a temporary crossing. Interviewing questions for the engineering firms were discussed.

It was noted a hydrology study should be one of the first things completed.

5. New Business
a. Determine Scoring Method for Engineering Firms
Chairman Coppola reviewed dates for interviewing engineering firms. There was discussion about members having possible conflicts of interest with scoring certain engineering firms. It was suggested Chairman Coppola run this by Bret Stark to be sure scoring of the individual firms is done properly. Procedure and criteria for interviewing was discussed. Specific questions were reviewed. It was agreed only project staff (project manager and project engineer) should appear at the interview. Each firm should review its bridge experience and knowledge of permitting and Federal/State/Local programs. They should also review thoughts on temporary structure and permanent structure. Construction management was reviewed. Availability to start should also be a question to each firm. Public bid was reviewed.

It was decided to cancel the next two regular meetings if everything was okay with the State. The next two meetings for the interviews will be Special Meetings.

6. Adjournment
Motion by Ahearn, seconded by Fronte and unanimously approved to adjourn at 9:10 PM. Motion Carried.

June 14, 2006 - Special

1. Call to Order
The Killingworth Reservoir Road Bridge Engineer Review Committee held a Special Meeting on June 14, 2006 at the Killingworth Town Office Building, 323 Route 81, Killingworth. In attendance were Steven Durdy, Paul McGuinness and Kurt Weiss. Louis Fronte, Visitor, was also present. Vice Chairman Durdy called the meeting to order at 7:08 PM in Chairman Coppola’s absence.

2. Approval of Minutes (May 16 and 18)
The following changes were noted for the May 18th Minutes –
Page 2 – 4.(a) – change to read, “In addition Paul submitted an excerpt from the Culvert Inspection Manual…”.
Page 2 – 4.(c) – clarification of proper title, “Federal Local Bridge Program.”
Page 2 – 4.(c) – change “Robert Mongillo” to “Robbie Bearcat from Conn DOT.”
List of Companies #9 should be “BL Companies.”
It is also noted for future reference that “Stephen” and “Curt” should be corrected to read “Steve” and “Kurt”.

Approval of minutes was tabled until the next meeting as a quorum was not present.

3. Visitors/Correspondence
Vice Chairman Durdy noted Louis Fronte was present as a visitor. Mr. Fronte is interested in joining the Committee and is being considered this evening at a Board of Selectmen meeting for appointment.

Vice Chairman Durdy noted correspondence had been received from First Selectman Klein regarding other bridges in Town, but was not reviewed as this Committee is strictly for the Reservoir Road Bridge.

Vice Chairman Durdy briefly noted there were a couple of emails with ConnDOT regarding the availability of a Bailey Bridge.

4. Old Business
a. Continued Review of Engineering Proposals
5. New Business
a. Review of Report by Paul McGuinness
b. Review of Report by Stephen Durdy

It is noted for the record both Old and New Business were discussed together.

Vice Chairman Durdy noted he had discussions with Mr. Bearcat from ConnDOT and Mr. McGuinness talked with Bred Stark regarding details of the Bailey Bridge (cost, use, pickup, etc.).

There was discussion regarding the option of using steel road plates. The cost for 3 plates 20 feet long x 8 feet wide (1” thick) was $5,700 each.

Mr. Durdy noted the State has offered to let the Town use a Bailey Bridge. Currently the Reservoir Road Bridge is closed and there is the possibility of using a Bailey Bridge temporarily. Mr. McGuinness noted he also asked Acro for an estimate of renting a 24 foot wide Bailey Bridge vs. a single lane bridge obtained from the State. Mr. McGuinness noted the problem with plates is that one can’t span too much distance before structurally they are not adequate. He reviewed some of the disadvantages of using the plates.

Mr. McGuinness reviewed some of the cost details he had obtained to date.

There was discussion as to advantages/disadvantages to using the State Local Program or the Federal Program. One problem with the Federal Program is that one can be approved for the program, but it is subject to available funding. Mr. McGuinness noted that paperwork is much easier with the State Local Program. It was noted this particular bridge qualifies for either the State or Federal Programs.

There was further discussion regarding the Acro Bridge leasing costs.

Current conditions of the bridge were discussed.

Vice Chairman Durdy briefly reviewed the criteria for the engineering proposals. There was general discussion about the process of reviewing the proposals. One important aspect is whether or not these companies have done a similar project and if they have appropriate staff available.

Timeline was reviewed. An important aspect for the project is whether or not funding is available.

Vice Chairman Durdy noted the objective is to pick out five companies by the June 21st meeting.

6. Adjournment
There being no further business, the meeting was adjourned.