September 13, 2006

1. Call to Order
The Killingworth Reservoir Road Bridge Engineer Review Committee held a meeting on Wednesday, September 13, 2006, at the Killingworth Town Office Building, 323 Route 81, Killingworth. In attendance and seated were Edward Coppola, Brian Ahearn, Louis Fronte, Steve Durdy and Paul McGuinness. First Selectman Martin Klein was also present. Chairman Coppola called the meeting to order at 7:04 PM.

2. Approval of Minutes
Motion by McGuinness, second by Ahearn, to approve the August 21, 2006 Minutes amended as follows -
• Paul McGuinness noted he would like to add to the August 21, 2006 Minutes, Page 2, he would recommend inserting at the end of Cardinal’s interview that they had stated during their interview that a pipe form line with a 1” corrugation would have similar hydraulic capacity of the existing pipes making this their recommended option, but that the hydraulic analysis should still be performed. They estimated the construction cost would be $100,000 and a 50 +/- year life span for the aluminum liner and that it could be completed in 2007. All this is assuming Town funds are used and the Town doesn’t go with the bridge programs.
• First paragraph should have stated there would be “five members scoring” versus the “four” that was stated in the Minutes.
SO VOTED.

Motion by McGuinness, second by Ahearn, to approve the August 22, 2006 Minutes amended as follows -
• Page 1, under Purcell Associates, correct the name of “Rohit Pradhan, Project Manager”.
• Page 1, under Purcell Associates, 6th sentence, change “DEE” to “DBE”.
• Page 1, last paragraph, change “design phrase” to “design phase”.
SO VOTED.

3. Visitors/Correspondence
First Selectman Klein was present. He was glad the Committee is moving along with its work. He indicated he has had comments from residents that this move along faster, but he has tried to explain the Committee is made up of volunteers and the residents must be patient. The Committee is looking at alternative methods. First Selectman Klein noted the Board of Selectmen are contemplating a Highway Commission and suggested the members of this Committee could roll over into that role. Bids will be going out for the Route 81/Green Hill Road project and he thought this Committee could take this on. There will also be the Burr Hill Bridge (box culvert) and Pond Meadow work. A lot of maintenance has been neglected and he would like the Committee’s expertise. He personally thanked the Committee members and urged them to carry on. First Selectman Klein noted he has told the residents the Committee has selected an engineering firm and things are moving along. He urged the residents in that area to be patient.

Chairman Coppola asked Mr. Klein for an update on his conversation with Bret Stark regarding scope of work and fees. Mr. Klein noted he contacted Cardinal who indicated they would contact their auditors and supply the requested information, but he has not heard anything since then. First Selectman Klein noted he would call Mr. Stark tomorrow to see if he has received this information and to set up a meeting. Mr. McGuinness noted CONNDOT could approve them conditional upon approval of their audit when received. First Selectman Klein noted there is $200,000 in the budget currently to do this project. There was a brief discussion regarding the sleeve option and the scope of work. Chairman Coppola noted the ball right now is in the State’s hands while they are reviewing things.


Chairman Coppola noted a letter was received from First Selectman Klein to the Chairman and Members of the Reservoir Road Bridge Engineer Review Committee thanking the members for their hard work and time relative to this project.

Chairman Coppola noted for the record the members of this Committee have put in a lot of time and are dedicated to getting this project completed to the best interests of the Town of Killingworth.

Chairman Coppola noted letters were sent out to the engineering firms that came in for interviews expressing appreciation and letting them know their firm was not selected.

Copy of letter was received from Selectman’ s Office to Cardinal Engineering confirming that Cardinal Engineering was the firm selected by the Town.

Copy of letter was received from CONNDOT to First Selectman Klein that they have reviewed the selection process and it is in compliance with CONNDOT guidelines. Cardinal Engineering has been conditionally approved pending receipt of an approved audit.

Chairman Coppola noted he sent a letter to Bret Stark advising him of the Committee’s results for their review and approval. Perhaps someone could find out how long the State will take in their review process. We should also find out how long it will take Cardinal to submit their audit for the State’s review.

4. Old Business
a. Cardinal Engineering and Scope of Service
Discussed earlier in the meeting with First Selectman Klein.

There was a brief discussion regarding using the option of a temporary structure, inconvenience to the residents and funding. First Selectman Klein noted that if a temporary bridge is used, the process would take much longer and the Town would have to use the Federal Bridge Program. There was a question as to whether or not a hydrology report prepared even for a temporary bridge to make sure the bridge wouldn’t be topped. It was decided the hydrology study should be done regardless of what option is chosen by the Town to fix the bridge. There was discussion regarding the cost of a hydrology study.

5. New Business
a. Develop Report to Board of Selectmen
Chairman Coppola noted he emailed a draft report he had prepared to the Selectmen and asked for comments. Mr. McGuinness noted the report looked good. It was precise and to the point. He suggested a couple of minor changes to the report. The next Board of Selectmen’s meeting is September 25, 2006. Chairman Coppola indicated he would redo the report and ask Mrs. Gordon to be put on the Selectmen’s Agenda for that meeting.

Chairman Coppola noted he would let everyone know whether there will be a meeting next week. The first phase of picking the engineering firm has been completed.

6. Adjournment
There being no further business, the meeting adjourned at 8:24 PM.

October 11, 2006

1. Call to Order
The Killingworth Reservoir Road Bridge Engineer Review Committee held a meeting on Wednesday, October 11, 2006, at the Killingworth Town Office Building, 323 Route 81, Killingworth. In attendance were Edward Coppola, Steve Durdy, Louis Fronte and Brian Ahearn. Kurt Weiss advised Chairman Coppola he would be absent and Paul McGuinness is expected at some point. Chairman Coppola called the meeting to order at 7:04 PM.

3. Visitors/Correspondence
John Hutchinson was present as a visitor. He noted he has heard there are plans to replace the bridge and he would like to know what the status is of that project. Chairman Coppola noted the Committee’s charge was to review proposals of engineering firms submitted to the Town for replacement of Reservoir Road Bridge, and then to interview these consultants in accordance with Conn. DOT guidelines. He indicated 13 consultants submitted proposals, each of those proposals being reviewed by all Committee members. Five consultants were chosen from those 13 and then interviewed. From those interviews, one consultant was chosen, Cardinal Engineering, and that paperwork was then sent to Conn. DOT for their review and approval. DOT approves the process and procedures used by the Town and then develops a scope of work and works with Cardinal Engineering to come to a contract and a cost for the project. Chairman Coppola stated he was explaining all of this to show that this is a time consuming process. To date, Chairman Coppola noted the scope of work and the budget have not been finalized. It was noted the Town qualifies for State and Federal funding for a maximum of 80%, but the Town must follow a process in order to receive this funding. Chairman Coppola noted the Town committed to the program about two years ago, but only last spring sent out requests for proposals. Once a Town is in the program, the State pretty much runs it and the Town must follow the guidelines. Chairman Coppola briefly reviewed the misconception that was stated about a year ago that the State would provide a “free” Bailey Bridge. The process for using the Bailey Bridge was not free; only the use of the bridge from the State was free.

2. Approval of Minutes
It was a consensus that both the July 19, 2006 and September 13, 2006 Minutes would stand as written.

Correspondence –
Memo received from First Selectman Klein regarding out of pocket expenses.

Memo received regarding the Town’s 5 Year Capital Plan. Chairman Coppola did not believe this memo was within the scope of this Committee.

Letter received from Close Jensen & Miller to First Selectman Klein enclosing 3 copies of the Report of Assignment Meeting where they reviewed the scope of work for this project. Chairman Coppola briefly reviewed that meeting and those who attended. He noted the meeting went very well and was well organized. Chairman Coppola noted it was suggested First Selectman Klein request from Jacobson & Associates a copy of the hydrology report. The Water Company must also have a very thorough hydrology study based on their recent dam work. The Water Company will also be contacted. Chairman Coppola noted the audit has also been started in tandem with the scope of work. It was suggested First Selectman Klein should send a thank you note to Terry O’Neill at The Water Company if in fact they did send a copy of their hydrology report to Cardinal Engineering.

Chairman Coppola noted they also asked the State what happens if the Town terminates the program lower than 30 percent design phase. The State indicated the Town would still be reimbursed 80 percent. There was discussion as to whether the Town could enter into a separate agreement with Cardinal Engineering. It was noted the agreement fees would probably be more than $5000 and there is the question ‘would that have to go out to bid.’

Chairman Coppola noted he attended the Board of Selectmen’s Meeting of September 19, 2006, but he did not receive a copy of those minutes. He read the Committee’s letter into the record. The Board was pleased with the Committee’s hard work and effort.
4. Old Business
a. Cardinal Engineering – Status of Contract
Chairman Coppola noted he would follow up on the status of this item.

5. New Business – none.

6. Adjournment
There being no further business, the meeting adjourned at 7:43 PM.