Town of Killingworth Park and Recreation Commission

2009 Meeting Schedule

2009-12-19T17:10:00.000-05:00

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.

Special Meeting June 12, 2009

2009-06-12T07:56:00.000-04:00

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

2009-06-08T07:55:00.000-04:00

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

2009-05-11T21:54:00.000-04:00

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

2009-05-11T21:50:00.000-04:00

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

2009-04-27T21:55:00.000-04:00

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

2009-04-23T21:55:00.000-04:00

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

2009-04-13T23:13:00.000-04:00

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

2009-04-13T17:08:00.000-04:00

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

2009-03-19T16:57:00.000-04:00

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

2009-03-09T16:58:00.000-04:00

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

2009-03-05T17:09:00.000-05:00

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

2009-02-09T17:09:00.000-05:00

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

2009-01-20T16:59:00.000-05:00

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

2008-12-08T16:59:00.000-05:00

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.

Wettish Property Development Sub-Committee November 24, 2008

2008-11-24T17:00:00.000-05:00

Special Meeting of Killingworth Park and Recreation Commission and
Wettish Property Development Sub-Committee November 24, 2008

1. Call to order
Special Meeting of the Killingworth Park and Recreation Commission and the Wettish Property Development Advisory Sub-Committee was held Monday, November 24, 2008 at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Otto
Susan Dean
Chris Kelly
Absent: John Machold
Bill Silas
Scott Thomas

Chairman Dan Colonia called the meeting to order at 7:30 PM.

2. Visitors: Eric Auer
Hilary Kumnick
Richard Otto
John Figurelli, Weston & Sampson

3. Well
Eric Auer and John Figurelli stated they met with Savinelli Well Drilling, the low bidder, on the property. They explained that Savinelli foresees a problem with getting the drilling equipment onto the property and stuck in the mud, therefore excavating equipment will be needed to drag the drilling equipment approximately 600 feet back along the driveway to the corner of the tree line. This location is close to the wall and will require minimal clearing. Since the Town does not own machinery strong enough, they spoke to Don Venuti who quoted $500.00 for the machine and $200.00 for labor stating he would leave the machine on the property in the event the drilling equipment encountered a problem coming off the property. Chris Kelly questioned whether the quote was in writing or verbal, and whether insurance documentation was supplied to satisfy town requirements. Eric noted that the quote was verbal and that all town requirements would be met.
Chris questioned Weston & Sampson’s involvement in the process and whether the cost was approved at the last meeting. Discussion followed. Dan Colonia explained that the minutes of the last meeting were not yet approved and since that was not included on this meeting’s agenda, it could not be discussed at this meeting. Chris questioned the water requirements from the well and the well’s diameter. John Figurelli stated that he has received numbers and breakdowns and will forward them to Bill Silas, and he went on to explain that the well’s long-term yield would not be impacted by the difference between a 6” or 8” hole. Chris re-iterated that the water requirements from the well have not yet been specified, and John Figurelli explained that the number and location of the fields to irrigate has to be determined. He further explained that the deeper the well the more reserve capacity of the well, not the more yield. Therefore, if more water is needed, another well should be drilled. The $8,500 quote is for a 300’ well. Chris questioned how further drilling would be paid for and if there is a well contingency. Dan stated that the Board of Selectmen has approved up to $10,000 for the well. Discussion followed regarding drilling deeper than 300’ and the possible need to drill additional wells.

*A motion was made by Susan Dean and seconded by Susan Otto to designate Eric Auer as coordinator of the well drilling at the Wettish property with Weston & Sampson having the contract and authority to drill. Motion passed unanimously.

*A motion was made by Susan Otto and seconded by Susan Dean to allow up to $1500.00 to be used, if necessary, for drilling of additional well depth. Motion passed unanimously.

*A motion was made by Susan Dean and seconded by Susan Otto to approve $800.00 for excavation work by Don Venuti, with insurance documentation provided to the Town prior to work. Motion passed unanimously.

Chris questioned if Glen Johnson’s offer to certify the driller’s findings is still being considered. Discussion followed regarding Weston & Sampson coordinating with the driller and Eric Auer as coordinator. Chris again questioned who would verify the results with the authority to drill deep lying with Weston & Sampson. Hilary Kumnick questioned permits required. Discussion followed.

4. Bidding and Process
Dan stated the current Weston & Sampson contract still contains approximately $4,500 item open to provide technical specifications. Discussion followed regarding Glen Johnson’s offer to prepare the front-end documents rather than Weston & Sampson. Dick Otto re-iterated that the town does not have standard front-end documents.
Dan asked the commission to determine a target date to put the project out to bid and discussion followed. John Figurelli noted that Weston & Sampson will have the technical specs completed by the first week in December. They then should be reviewed by the town attorney. Discussion followed regarding the various town offices that have had involvement with front-end documents of other town projects. Dick Otto suggested specifying whether going out to bid with one contract or breaking project into smaller contracts. Discussion followed and Dan stated one contract would be put out.
Chris suggested having Weston & Sampson prepare the front-end documents for $4,500 to save time and coordination efforts, and then have Glen Johnson review them. Dick agreed that this would save valuable time, be more concise and ensure the front-end documents and technical specs were aligned. Then Glen Johnson could review, proof and approve the documents. Hilary Kumnick added he is concerned with the liability of preparing front-end documents. Discussion followed regarding front-end documents, attorney involvement and review and contractor bidding. John Figurelli stated that with sufficient staffing, it would take about 2 weeks to prepare the front-end documents. Dick Otto questioned what Weston & Sampson would do if pre-existing front-end documents were discovered in the town offices, and John Figurelli stated they would back off preparing new ones and use the pre-existing documents. Discussion followed regarding amending the Weston & Sampson contract to take responsibility for preparation and not just “assisting” the town. John Figurelli added that the commission must determine who will hand out the bidding documents, set the charge for the bidding package, and determine if it is refundable or non-refundable. Weston & Sampson will prepare 10 packages, but base on prior town projects more may be needed. Dan will get Weston & Sampson copies of the STEAP Grant documents and Chris cautioned to be sure they have Marty Klein’s signature.

*A motion was made by Chris Kelly and seconded by Susan Otto 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. Motion passed unanimously.

Discussion followed regarding setting target dates for bidding the project including document preparation, review by Glen Johnson and the town’s attorney, review by the commission, submission to the State and the bidding period. Discussion also followed regarding whether the money is already allocated in the budget, whether a Town Meeting will be necessary. John Figurelli questioned how to best bid the irrigation: performance-based design versus specific system based on yield, include in project or bid as add/alternate. Other add/alternates discussed include stone walls, landscape trees, tree clearing and parking/driveway. The commission discussed concern that the more divided the project becomes, the harder it will be to coordinate contractors and meet all the town and STEAP Grant requirements. John Figurelli will take the commission’s concerns back to Weston & Sampson and may bring another manager to the next meeting.

5. Adjournment
*A motion was made by Susan Otto and seconded by Susan Dean to adjourn the meeting at 8:55 pm. Motion passed unanimously.

Regular Meeting November 10, 2008

2008-11-10T17:00:00.000-05:00

Killingworth Park and Recreation Commission
Regular Meeting November 10, 2008

1. Call to order
The Killingworth Park and Recreation Commission held its regular meeting on Monday, November 10 2008, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Otto
Susan Dean
John Machold
Bill Silas
Scott Thomas
Absent: Chris Kelly

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

2. Minutes of:
- Regular Meeting held October 6, 2008
- Special Meeting held October 16, 2008
- Special Meeting held November 6, 2008
*A motion was made by Susan Otto and seconded by John Machold to accept the minutes of the October 6, 2008 regular meeting, October 16, 2008 special meeting and November 6, 2008 special meeting. Motion passed unanimously.

3. Visitors: Glen Johnson
Dick Otto

4. Communications, Bills and Applications
a. The following communications were received: Dan informed the group that Board of Selectmen has formed two new committees to investigate possible uses of the Venuti and Parmelee properties. Dan received a letter at his home from the Board of Selectmen asking for the Park & Recreation Commission’s interest in representation on these committees. Discussion followed. Dan will pursue membership in the Venuti Property Planning Sub-Committee and Susan Otto will pursue membership in the Parmelee Steering Committee.

b. The following bills were presented:
Bill from CL&P in the amount of $ 38.87,
Second bill from CL&P in the amount of $ 38.56,
Third bill from CL&P in the amount of $ 37.96,
Bill from Killingworth True Value in the amount of $ 51.13,
Bill from Anthony Carri for October (31 days) in the amount of $ 279.00,
Bill from New England Power Equipment in the amount of $ 194.44,
Bill from Olson Sanitation for port-o-potties in the amount of $ 219.00.
*A motion was made by Susan Otto and seconded by Susan Dean to approve all of the above noted bills. Motion passed unanimously.

c. No applications were presented.

5. Treasurer’s Report
Treasurer Bill Silas reported:
Starting account balance $ 24,355.37
Expenses $ 1,421.58 Ending balance $ 22,933.79

6. Old Business
a. Parks and Field Maintenance/Evaluations
- Irene Sheldon Park
- bulletin boards – The bulletin boards have been opened and decision will follow on how to proceed.
- Rocco M. Reale Memorial Field - Bill Silas discussed the money in the budget to sod either Rocco Field or lower Sheldon Field. He will get new estimates to scrape, re-sod and re-allign the infield lines at both fields.
*A motion was made by Susan Otto and seconded by Susan Dean to scrape, re-sod Rocco Field not to exceed $3,000.00. Motion passed unanimously.
- Bethke Field gate – The commission discussed gate options..

b. Wettish Property Development
The Commission again discussed the well drilling and the option to have Weston & Sampson handle the process for a charge.
*A motion was made by Bill Silas and seconded by John Machold contract Weston & Sampson to oversee the well drilling process at the Wettish Property. Motion passed unanimously.

7. New Business - Nomination of officers
*A motion was made by Susan Otto and seconded by Bill Silas to nominate the same officers currently in office for the 2009 term. Motion passed unanimously.
Discussion followed and the commission agreed to hold the election at the next meeting. Scot Thomas questioned individual field responsibility and discussion also followed regarding the town’s fields and the commission members currently responsible for each of them.
Dan informed the commission that Chris Kelly had an operation on his hand, and Susan Dean noted she had already sent him a card.

8. Adjournment
*A motion was made by Bill Silas and seconded by Scot Thomas to adjourn the meeting. Motion passed unanimously.

Wettish Property Development Advisory Sub-Committee Special Meeting November 6, 2008

2008-11-06T17:01:00.000-05:00

Killingworth Park and Recreation Commission
Wettish Property Development Advisory Sub-Committee Special Meeting November 6, 2008

1. Call to order
The Killingworth Park and Recreation Commission and Wettish Property Development Advisory Sub-Committee held a special meeting on Thursday, November 6, 2008, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Otto
Susan Dean
Chris Kelly
Bill Silas (arrived at 8:45 PM)
Absent: John Machold
Scott Thomas

Chairman Dan Colonia called the meeting to order at 8:35 PM.

2. Visitors: Eric Auer
Glen Johnson
Richard Otto

3. Well
Dan Colonia stated that he had received two estimates for well drilling from Weston & Sampson earlier in the day:
• Simonelli Well Drilling - $3,555.00 to drill 6” well (the same amount they quoted in August, 2008) and $3,000.00 to test flow and recovery rates.
• Sima Drilling - $3935.00 to drill 6” well and 4100.00 to test flow and recovery rates.
Since the amount to drill is under $5000.00, John Figurelli sent these quotes with the suggestion that Park & Recreation could have the well drilled themselves, without Weston & Sampson’s involvement. This would save the 5% Weston & Sampson surcharge that would be added if they contracted with the Commission to do the well-drilling. Discussion followed between Chris Kelly and Dan regarding whether Weston & Sampson was authorized by the commission at its last meeting to obtain these quotes, or was authorized to present a proposal to obtain the quotes. Chris further questioned Weston & Sampson’s procedures stating that any well-drilling bids should have come directly into Town Hall to prevent collusion between bidders. Chris also questioned why the water requirements were not determined and specified prior to obtaining these quotes, so the Commission would know what water was needed. Eric Auer noted that if an expense is less that $5000.00, then it does not have to go out to bid and added that he felt it was critical to determine how much water is available on the property. Eric questioned why the Commission would want to pay the additional Weston & Sampson surcharge if it was not necessary and Dan further noted that Weston & Sampson had given the town an opportunity to save money. Extensive discussion followed debating the need to drill a well to find water versus the need to specify the required flow and recovery rates prior to drilling a well. Dick Otto questioned whether Weston & Sampson was automatically authorized to solicit bids because they were already under contract with the town, but Chris stated that was not the case.

Dick further suggested that the Commission examine the budget and determine the steps necessary to present to the Board of Selectmen and the Town. Since the bottom line of $1.3M is higher than the $1M cap the Board of Selectmen had implied, Dick suggested the Commission look seriously for ways to reduce costs, and reducing the irrigation expenses might be an option. He urged the Commission to examine the true cost of the project. Eric questioned the Commission’s ability to complete a $1M project if it cannot make a decision on a $4000.00 well, and he confirmed the selectmen’s $1M budget cap. He also noted that if the well issue is not resolved then the budget cannot be addressed. Discussion of the approved concept followed between Bill Silas and Chris.

Glen Johnson noted that Weston & Sampson did in fact give a proposal and gave the town an opportunity to save money. Bill quoted the Weston & Sampson proposal satisfying the motion passed at the previous meeting to get a proposal from them. Glen further offered to witness the well testing and certify the results himself at no cost to the town, adding to the town’s savings. He added that these savings could reduce the overall Weston & Sampson contract by as much as $10,000, but Chris disagreed saying that since the size of the well had not yet been determined it may not save any money. Chris further cautioned that the drilling company could possibly drill down (up to the $5,000.00 authorization limit) and then have to stop without hitting water. The commission agreed that the pump test must be conducted at the same time as the drilling and discussed 6” versus 8” wells.

Chris re-iterated that the well issue should have been taken to the town and should have gone out to bid in accordance with the town’s guidelines, noting that the First Selectman’s wanted three bids. Dick cautioned that the commission must be very careful to follow the guidelines when dealing with grant money. Dan concluded the discussion by summarizing: Bill will contact Weston & Sampson to get proposal and contract specifications to present to Board of Selectmen, Dick and Dan agreed that design target can be determined after drilling, and Bill will investigate is the drilling and testing can be separate costs to make a motion at next Monday’s meeting.

4. Wettish Project Budget
Dan Colonia stated that the commission selected has a design approved by Planning & Zoning and Inlands/Wetlands, which provides four new fields to meet the needs of the Town of Killingworth. He noted that the design is very “lean” with the only “extra” being irrigation. He added that irrigation is necessary to produce viable fields, but cautioned that to reduce the total cost of the project, the Commission may need to make adjustments, perhaps installing the irrigation in stages or combining in-ground irrigation with water cannons (@ approximately $7000.00 each). Dick agreed noting that in today’s economic climate, large budget items will be scrutinized, adding that this climate will benefit the overall bidding process.

The commission discussed several items added to the project within the past year, after the initial request for funding was made, such as preservation of stone walls and the paving of the emergency ADA access to the fields. Since these items were not included in the project of one year ago, the $1M budgetary constraints of one year ago may not apply today. The Commission discussed other options to reduce costs including applying some of the second STEAP grant funding to the second park entrance, asking for volunteers to rebuilt stone walls, reducing the 10% general contingency item. The Commission believes they can arrive at a bottom line that is reasonable and acceptable to the Board of Selectmen.

5. Presentation to Board of Selectmen
Discussion followed regarding presentation to the Board of Selectmen, and Dick cautioned that if the Board of Selectmen does not support the project, it cannot go to town vote. The Commission agreed that they have engineering estimates, but until the project goes out to bid, they will not have actual costs. The commission agreed to make the presentation to the Board of Selectmen at Monday night’s 7:00pm meeting, with the Park & Recreation Commission meeting immediately following at 7:30pm. The commission also agreed to present Weston & Sampson’s conceptual design with four fields, two fields with in-ground irrigation and two with water canons, and moving the second entrance funding to the second STEAP grant. The stone wall expenses and landscape trees would not be included in the budget since they are expenses imposed on the project by outside sources. The informational package will show the $1.3M total cost, offering options to save money. Dan will contact the First Selectman to be included on Monday’s agenda. Dan believes Eric should accompany him to the selectmen’s meeting.

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

Wettish Property Development Sub-Committee October 16, 2008

2008-10-16T17:02:00.000-04:00

Special Meeting of Killingworth Park and Recreation Commission and
Wettish Property Development Sub-Committee October 16, 2008

1. Call to order
Special Meeting of the Killingworth Park and Recreation Commission and the Wettish Property Development Advisory Sub-Committee was held Thursday, October 16, 2008 at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Otto
Susan Dean
Chris Kelly
Scott Thomas (arrived at 7:20 PM)
Absent: John Machold
Bill Silas

Chairman Dan Colonia called the meeting to order at 7:14 PM.

2. Visitors: Eric Auer
Richard Otto
Glen Johnson
John Figurelli, Weston & Sampson
Glen Johnson introduced himself as a 30+ year Killingworth resident interested in seeing long-needed athletic fields developed in Killingworth. He further stated that he is a professionally licensed engineer in Connecticut with over 35 years experience, including civil engineering and athletic field design and construction. He is interested in serving with the Wettish Property Development Advisory Sub-Committee and was referred by David Gross. Dan Colonia stated that his membership in the advisory group will be discussed at the next Park & Recreation meeting.

3. Wettish Project Budget
Dan received numerous emails regarding the newly distributed budget document. He passed out copies and explained that the budget dated 7/13/08 is the most recent (not 7/30/08) and therefore most up-to-date. (Copies of both budget documents are attached to these minutes.) Dan went on to address each of the emailed comments as follows:
Line 13 – Bill Silas’ email questioned this item. Wooden bark mulch is an approved method of preventing erosion and would cut down on the need for plastic silt fencing and hay bales. Glen Johnson suggested the use of “filter socks” instead of silt fencing. These are similar in price and biodegradable, needing a truck within 1000 ft. to blow in the wood filler.
Line 20 – The use of a systemic pesticide is a timing issue. It is now too late in the season to use, and there is a lot of poison ivy that will not disappear on its own. Eric had suggested a product (costing approximately $500.00), noting it needs to be sprayed.
Lines 23 & 24 – Dan questioned if these figures were reasonable, and Eric confirmed they are, stating it was a large job and big machinery would be needed.
Line 75 – Dan deferred to Susan Otto’s research regarding an entrance gate. This gate is twice the size of the gate Susan researched for the Bethke field, but the group agreed they could substitute a gate similar to the one proposed in the budget at a savings.
Line 76 – The signs at Bethke and Rocco Fields were only $700.00 each installed, so similar signs could be substituted. John Figurelli cautioned that the STEAP Grant guidelines dictate sub-contractor wages, and so on and must be followed.
Line 114 – Dan questioned material testing and John Figurelli explained that if the contractor is held to exact specifications, then there must be inspections and tests, especially in those areas that are not clearly visible, such as driveway base. It would be a conflict of interest if the contractor inspected its own work. Richard Otto explained that “soft costs” include these expenses.
Line 115 – John Figurelli explained that the commission decides on As-Built Drawings. The contractor will charge for them and these could also be deemed a conflict of interest. Glen Johnson gave the example of underground utilities as a reason why As-Builts are necessary and Dan summarized that they should included noting that the STEAP Grant may require them.
Line 120 – Discussion concerned whether first-year field maintenance is a construction cost or an ongoing cost. Chris Kelly clarified that it was included in the construction budget because it is necessary to properly establish the fields, and it may save money to include it in the project. Richard Otto added that the first-year maintenance is essential to the success of the project. Discussion followed and the group agreed that first-year maintenance is a project cost.
Line 121 – The issue of security lighting was discussed. Eric noted that lighting was not represented to the Planning & Zoning committee and if it was added the project would have to go before P & Z again. The commission agreed that there would not be lighting.
Dan further clarifies that the items on page 3 of the budget were “recommended items” or options.
Lines 122 & 130 – The group agreed that soccer goals, fence and netting should be removed from the budget because these are multi-purpose field and other sports were not being represented.
Lines 123 to 128 – It was agreed that irrigation was not an option but rather part of the construction plan.
Line 129 – The group agreed that bleachers should not be included.
Line 133 – Dan explained that he had hoped that the cost of landscape trees could be off-set by a fund-raiser where residents could “buy” a brick in the walkway as a sponsor of the project. Chris Kelly questioned whether landscape trees would interfere with the rural appearance of the project, but Dan added that the trees, a brick walkway and a flagpole would add to the project’s appeal within the community.
Dan went on to question the additional costs incurred in the HK Middle School’s construction for the town Building Inspector. Chris stated that Board of Selectmen could determine the costs and Eric added he would speak to the Cathy Jefferson, Zoning Enforcement Officer.
Dan stated that he would like to see the 5 stone wall items in the budget grouped together for ease of monitoring. The group agreed that the budget items should be organized to group together like items, such as stone walls costs, irrigation expenses, and so on, for ease of use.
Further discussion concerned the need to irrigate all the fields due to the facility’s heavy summer use and the fact that these fields will be game, not practice, fields. It was agreed that there must be a system in place to keep the grass alive. Dan noted that the Park & Recreation Commission will need a budget to maintain the fields in future years.
Chris questioned why there were two top soil line items and Eric noted that the top soil screening and placement costs may be about 10% higher than indicated because of the increase in fuel costs. John Figurelli agreed to investigate both issues, noting that this is a draft needing adjustments and not a final document. Dan added that the commission should not present this to the Board of Selectmen at their next meeting because the commission needed to be more confident in the figures. Richard Otto noted that the 10% contingency for construction overages (line 108) is realistic and necessary.
Chris also questioned what signage was referred to in lines 137 & 138, because the required signage should be included in the project and John Figurelli agreed that lines 94 & 95 covered required signs.
Scot Thomas questioned the difference between lines 65 & 132, and the issue of stone vs. paved access route to fields. The commission discussed the options and agreed that an access route should be rural in appearance while meeting all fire company regulations. Dan will contact Richard Layton, town Building Inspector, to discuss.
John Figurelli recommended a discussion with the Building Inspector, which he would like to participate in, and coordination with the electric company because of low power lines in the area. He added that the Town of Killlingworth should notify the utility companies of the project and provide them with copies of the plan, and questioned whether the town engineer needed copies as well. Dan asked Eric to investigate this issue to prevent any unexpected delays. John also stressed the need to coordinate with the State, and Chris indicated they were provided a copy in August. John requested a copy of the STEAP Grant documentation.
John noted that Weston & Sampson had fulfilled all of their contracted items, and if any future presentations or meetings were necessary, then there would be additional costs incurred. He also added that the designs are finished and presented to Planning & Zoning Commission, if there were to be any significant changes then additional costs would be incurred.
Glen Johnson offered to put together “Front End” specs, since the Town does not have standard specs. The group then discussed “construction administration” costs, estimated at approximately $1,000 per week for the duration of construction, or approximately $26,000. The Town or the Commission could assume the responsibility of day-to-day construction oversight to save money, but the group agreed Weston & Sampson should provide this. Other items discussed included “Clerk of the Works” position, attorney’s fees to review documents, the possible need for greater contingency planning, cost accounting and the role town personnel can play, liability insurance and financing options, all of which are considered “soft costs.”
John Figurelli stated that Weston & Sampson will update the budget document with tonight’s input. Chris questioned the bottom line and projected it at about $1.33M. Eric stated that the Board of Selectmen may not approve a cost above $1.0M, and suggested a discussion of the updated budget costs with the Selectmen.

4. Schedule for October & November
- Working budget for next Wettish Sub-Committee meeting
- Present to Board of Selectmen in November
- Eric questioned drilling the well and three options were discussed: drilling a test well, drilling a smaller 2” test well for water above the bedrock, and a fault-trace option for locating water. John Figurelli stated that Weston & Sampson could amend the contract to include well-drilling, getting three estimates. Chris questioned if this is the best time to drill a well and stressed the need to detail the demand for the irrigation system to determine the amount of water to target. John Figurelli noted that 1 to 1 ½ inches of water per week is optimal to maintain fields, and suggested that to drill the well in a usable location, trees may need to be cleared. Well-placement options, dowsers and the need for a yield test were discussed and the group agreed the most efficient way is to drill a full well. A drilling cost of $7,000 to $10,000 was estimated.
*A motion was made by Chris Kelly and seconded by Susan Otto to have Weston & Sampson give a the Park & Recreation Commission a proposal for drilling a well with a verified capacity, including a yield test. Motion passed unanimously.

5. Weston & Sampson Contract
Bidding documents/bidding support – John Figurelli explained that Weston & Sampson suggests on-sight construction oversight not already included in the contract, and added that Weston & Sampson could provide a line-item cost proposal for additional support. The commission agreed that a menu-like proposal to select options would be helpful.

7. Adjournment
The group scheduled the next meeting of the sub-committee for November 13, 2008 (the second Thursday of November due to Thanksgiving.)
*A motion was made by Susan Otto and seconded by Chris Kelly to adjourn the meeting at 9:20 PM. Motion passed unanimously.

Regular Meeting October 6, 2008

2008-10-06T17:03:00.000-04:00

Killingworth Park and Recreation Commission
Regular Meeting October 6, 2008

1. Call to order
The Killingworth Park and Recreation Commission held its regular meeting on Monday, October 6, 2008, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Otto
Susan Dean
John Machold
Bill Silas
Scott Thomas

Absent: Chris Kelly

Chairman Dan Colonia called the meeting to order at 7:40 PM.

2. Minutes of:
- Regular Meeting held September 8, 2008
*A motion was made by Bill Silas and seconded by Susan Otto to accept the minutes of the September 8, 2008, meeting. John Machold and Susan Dean abstained. Motion passed.
- Special Meeting held September 15, 2008
*A motion was made by Bill Silas and seconded by Susan Otto to accept the minutes of the September 15, 2008, meeting with the following modifications suggested by Susan Dean:
“Susan” Iino changed to “ Cathy” Iino
Remove page, paragraph 2, “why it was not divided into 2 activities to keep the cost under $5,000”
John Machold abstained. Motion passed.
- Special Meeting held September 29, 2008
*A motion was made by Bill Silas and seconded by Scot Thomas to accept the minutes of the September 29, 2008, meeting. John Machold and Susan Dean abstained. Motion passed.

3. Visitors: John Figurelli, Weston & Sampson Project Manager

4. Communications, Bills and Applications
a. The following communications were received:
Dan Colonia read an email he received from Mary Keithan (a copy of which is attached to these minutes) asking him to attend the October 14, 2008 Board of Selectmen meeting to discuss the value of having a skatepark in Killingworth and forming a sub-committee to address such a park. Dan expressed concern not with the idea of a having a skatepark in town, but rather with the project’s cost, the number of residents who would utilize such a park and the Commission’s ability to commit the necessary resources with all of its other projects in progress. The commission is in agreement that they cannot support the formation of a sub-committee for a skatepark with 2 other major projects in the planning and construction phase. Dan noted that he has a prior commitment that evening but he will discuss the issue with First Selectman Richard Cabral. The commission agrees that a skatepark is valuable, and it is included on the commission’s matrix demonstrating interest, but this is not the right time.

b. The following bills were presented:
Bill from American Carting, 9/01 to 8/30, in the amount of $ 75.00,
Bill from CL&P in the amount of $ 39.17,
Second bill from CL&P in the amount of $ 43.12,
Third bill from CL&P in the amount of $ 77.59,
Bill from Anthony Carri for August (31 days) in the amount of $ 279.00,
Bill from Anthony Carri for September (30 days) in the amount of $ 270.00,
Bill from Killingworth Garage for gas ($211.90, $147.01 plus $3.18 finance charge) totaling of $ 371.09,
Bill from Staples for digital voice recorder in the amount of $59.99,
Bill from Olson Sanitation for port-o-potties in the amount of $ 219.00.
*A motion was made by Susan Otto and seconded by Susan Dean to approve all of the above noted bills. Motion passed unanimously.
Bill from Richard W. Gates, surveyor, in the amount of $1,600.00 and dated September 18, 2008, for surveying additional area south of the stone wall at the Wettish property not included in the original contract. Chris Kelly approved this bill and the results of this survey are included on the drawings currently being used.
*A motion was made by Bill Silas and seconded by Susan Dean to pay surveyor Richard W. Gates $1,600.00 for the Wettish property contour survey of areas south of the stone wall. Motion passed unanimously.

c. No applications were presented.

5. Treasurer’s Report
Treasurer Bill Silas reported:
Starting account balance $ 24,825.07
Expenses $ 1,494.43 Ending balance $ 24,355.37

6. Old Business
a. Parks and Field Maintenance/Evaluations
- Irene Sheldon Park
- bulletin boards – Dan stated that he has the bulletin boards (cost $295.00 each) which are 36” X 48” with 2 sealing safety glass doors, in which schedules, ordinances, … can be posted. Discussion of installation options followed with the commission deciding to install themselves with posts and concrete. Scot will look at the location on Wednesday and Dan will get him the key to the shed.
- improvements – John Figurelli, Weston & Sampson, reviewed old designs from several years ago, as well as the survey results from Richard Gates, and presented several plans for improvements at Sheldon Field. These preliminary plans were designed to illustrate what fields would fit on the property. Discussion of the various layouts followed, with Concept C being the most favorably perceived. Most plans include increased parking but the present parking issues are more pressing during transitional times and not during actual games. The plans show fields being 225’ and Bill Silas noted that a Junior field should be included in any final plan. John Figurelli explained options to expand one field and further stated that the plans were designed to avoid sunlight shining into players’ eyes. He also noted that a pavilion and playground could be added at any point and suggested the commission should decide the charge and goals of the project and then finalize a design. Other issues discussed included grading and fencing costs, tennis courts, horseshoe pits, STEAP Grant requirements and offloading some practice needs to other field. The Commission is in agreement that the final plans must add to the number of fields in town and not simply improve the fields already present.
- Also, Scot Thomas reported painting benches and noted that the wood on the bench nearest the upper parking lot is broken. Susan Otto will contact Walter Adametz to repair and to ask when the storage box near the dugout will be removed as previously discussed. Dan will follow up with Richard Cabral if the box is not removed in a week. Bill Silas reported the weeding has been done by Langer Landscaping with the bill to come.
- unopened gate – On September 19, Susan Otto noticed the gate to the driveway to the lower Sheldon parking area was locked (the gate to the upper parking area was open). After discussion with Anthony Carri, who had opened the gate that morning, it was realized that he unlocks the gates and then leaves the locks open, and a prankster apparently had re-locked the gate. Going forward, Carri will now lock the locks after opening the gates to prevent future pranks.
- Rocco M. Reale Memorial Field - Bill Silas reported the weeding has been done by Langer Landscaping with the bill to come.
- Bethke Field gate - Susan Otto shared information with the commission from her investigation of gate options. Susan found 2 contractors: Orange Fence estimated $1,650.00 and Miller Fence Estimated $1,100.00. She then searched online and found a very similar gate, without installation hardware, for $143.50 plus $70.00 shipping, and the necessary hardware for a total of $29.00. The group suggested she look locally at stores such as Shagbark or Agway and report back.

b. Wettish Property Development
The Commission discussed scheduling Wettish Property Development Sub-Committee meetings for the third Thursday of each month or as needed, noting the need to have 4 members present for a quorum but not necessarily the same 4 members each meeting. John Machold requested the meetings start at 7:00 PM and the group agreed.
Dan stated a Point of Contact for Weston & Sampson must be named. John Figurelli clarified that up to this point there was at least daily contact between Chris Kelly and Weston & Sampson, but at this point in the project the need for contact will lessen. Now that Weston & Sampson has finished the design and the Commission will have 2 meetings per month, daily contact will probably not be necessary. John Figurelli reiterated that Chris Kelly put in a lot of time, but now that same amount of time will not be needed. The bid process will be next, involving bidding procedures, legal issues, town ordinances and more, and John will investigate to option to have Westos & Sampson handle all of this. Bill Silas stated that he could assume the point of contact role and Scot Thomas stated he could assist him.
*A motion was made by John Machold and seconded by Susan Otto to accept Bill Silas’ offer to be the Point of Contact for Weston & Sampson for future needs. Motion passed unanimously.
Dan Colonia volunteered to become the point of contact for the State of Connecticut.
*A motion was made by Bill Silas and seconded by Scot Thomas to accept Dan Colonia’s offer to be the Point of Contact for the State of Connecticut for future needs. Motion passed unanimously.
These will be conveyed to Richard Cabral to formally name Bill Silas and Dan Colonia in accordance with the contract.

c. HK Recreation Authority – nothing to report.

7. New Business
Susan Dean has drafted letters to Chris Kelly, David Gross and Terry Nixon thanking them for their time and service to the Wettish Property Development Sub-Committee. The Commission reviewed and approved the letters.

8. Adjournment
*A motion was made by Bill Silas and seconded by Susan Dean to adjourn the meeting at 9:25 PM. Motion passed unanimously.

Minutes of Special Meeting September 29, 2008

2008-09-29T17:03:00.000-04:00

Killingworth Park and Recreation Commission
Minutes of Special Meeting September 29, 2008

1. Call to order
The Killingworth Park and Recreation Commission held a special meeting on Monday, September 29, 2008, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Otto
Chris Kelly
Scott Thomas
Bill Silas (arrived at 8:00 pm)
Absent: John Machold
Susan Dean

Chairman Dan Colonia called the meeting to order at 7:33 PM.

2. Visitors: Members of the Wettish Project Development Advisory Subcommittee:
Eric Auer
Hilary Kumnick
Richard Otto
Richard Cabral, First Selectman
John Figurelli, Weston & Sampson Project Manager

3. Discuss the status of Wettish Project Development Advisory Subcommittee
a. Direction from Board of Selectman
Dan Colonia informed the commission that the minutes of the most recent Board of Selectmen meeting were not yet available, and First Selectman Richard Cabral stated that the Board of Selectmen did “some housekeeping” at that meeting. He explained that the Wettish Advisory Sub-Committee was appointed by the previous Board of Selectmen and at the recent meeting of the current Board of Selectmen they questioned its legality. First Selectman Cabral read aloud sections 5-9 and 5-17 (d) of the Killingworth Charter and discussion followed. He further explained that even though the Sub-Committee reported back to the Parks & Recreation Commission, since it was appointed by the Board of Selectmen it should have reported back to that Board. Therefore, in an effort to clear up confusion, the Board of Selectmen voted to return the Wettish Sub-Committee to the Parks & Recreation Commission. The Commission could then appoint a sub-committed of its own members, and these members would each have voting rights. Richard went on to say that in its effort to clean up it may have caused more problems, and he hopes it does not slow the progress of the project acknowledging that 2 members have already resigned. Dan Colonia indicated that a third member had since resigned. Dan went on to state that advisory sub-committee input will be taken as advisory and the Parks & Recreation Commission will then vote to approve. Commission members will vote and others will advise with no voting rights. Hilary questioned whether the Commission could transfer responsibilities to the sub-committee and Richard Cabral clarified that only members of the Commission could vote, and non-commission members are present to bring their expertise to the project and advise only. Dan questioned if the Commission could select a Clerk of the Works to act as project manager and keep the Commission out of the day-to-day managing of the project. Richard Cabral stated that the Commission could do whatever it saw fit to ensure the project’s completion and success. Discussion followed about the Sub-Committee’s need to keep minutes and record votes. Richard Otto questioned the number of members on the Sub-Committee and the topic was held for later discussion.

b. Continuance
Dan opened discussion stating that the Parks & Recreation Commission should decide whether the Wettish Sub-Committee should continue. Susan Otto explained the Sub-Committee should continue and the commission is very grateful for its effort, expertise and progress. Dan questioned “development” vs. “construction” in the sub-committee’s name and Scot Thomas questioned the duration of the sub-committee’s responsibility. Discussion followed. Richard Otto added that the commission should move on with its duties and not get caught up in delay traps. He thanked Chris for his leadership and added that every member’s input has been valuable and has resulted in fulfillment of the task. Richard went on to say that he hoped to be involved in the project to completion. Discussion followed regarding the use of “Phase I” for design and “Phase II” for construction and the term “Multi-Purpose Fields”. Dan added that the Sheldon Field project will begin development phase soon.
*A motion was made by Susan Otto and seconded by Scot Thomas to establish a sub-committee for Wettish Property development. Motion passed unanimously.

c. Membership
Dan questioned the number of Parks & Recreation Commission members on the Wettish Sub-Committee, the Board of Selectmen recommend 3 members and Eric Auer raised the issue of quorum and suggested the number 4 (making each meeting would become a special meeting of the Park & Recreation Commission as well.) Richard Cabral suggested making the sub-committee a Committee of the Whole with a Special Meeting of the commission and sticking to the broad agenda items. Discussion then followed regarding avoiding voting delays with 4 members being a Parks & Recreation Commission quorum as well.
*A motion was made by Bill Silas and seconded by Susan Otto that the Wettish Property Development Advisory Sub-Committee will be constituted as a Committee of the Whole, meeting either monthly or as needed. Motion passed unanimously.

d. Charge
Dan opened discussion of the charge of the Wettish Sub-Committee. Bill Silas noted that the Sub-Committee is charged with completion of the Wettish project following both town and state guidelines. Members discussed the charge as being through complete construction of the multi-purpose fields, including design, financing, permitting, bidding and construction oversight.
*A motion was made by Bill Silas and seconded by Susan Otto that the charge of Wettish Property Development Advisory Sub-Committee will be to complete construction of the multi-purpose fields on the Wettish property, including design, financing, permitting, bidding and construction oversight. Motion passed unanimously.

e. Wesson & Sampson point of contact
The Weston & Sampson point of contact must be a Parks & Recreation Commission member and Chris Kelly indicated that he would not continue in this role. John Figurelli clarified the responsibilities of this position and the extremely time-sensitive and technical nature of its tasks. Richard Otto added that Chris Kelly’s resignation has left a “practical vacuum” within the committee that will be difficult to fill. Richard Cabral suggested that Chris could still be the point man yet not the Chairman of the Sub-Committee. Chris clearly stated that he does not have the expanse of time to commit to the position. Dan stated he will talk to the 2 missing commission members about assuming the point of contact position, and Chris offered to continue in the position until the next meeting. Chris asked Richard Cabral to send a letter to Weston & Sampson stating the new point of contact and Hilary Kumnick offered a copy of the contract to clarify the language of the letter. At the next Park & Recreation Commission meeting the commission hopes to name the new contact person and will notify the Board of Selectmen.

f. State of Connecticut point of contact
Chris Kelly clarified that the point of contact for the State of Connecticut is the First Selectman. Chris has notified Dave Stiger that he is no longer Chariman of the Sub-Committee and will not continue in the point of contact position.

g. Immediate & long range milestones
Dan Colonia opened discussion of the following milestones asking for broad commitment dates:
- Planning & Zoning
- Resolve irrigation questions & costs?
- Advise on W&S involvement during bidding and construction phase
- Advise on in Town Project Management and Payment methods
- Separate cost between Steap &Town monies
- Present to BOS
- Present to State of CT
- Present to BOF (or have BOS present to BOF)
- Present to Town and get necessary approvals
- Complete Bid Documents
- Put project out to bid
- Start not bid construction (if any?)
- Award bids
- Start construction
The next Planning & Zoning meeting is the first week of October and Eric has already gone before Planning & Zoning. John Figurelli noted he can attend one more meeting per contract. Other issues to be determined are whether all fields will be irrigated, is there enough water and what will be the cost? Dan clarified that the project can not be presented to the Board of Selectmen until costs are determined. Discussion of budget items and process followed. It was also noted that multiple bidders are expected. Discussion followed to develop a time-line to begin construction with the following broad deadlines being discussed:
Present to Board of Selectmen 11/08
Present to Board of Finance 12/08
Go to Town Meeting 1/09
Notice of Bids 1/09
Award Bids 3/09
Start Construction 5/09

*A motion was made by Susan Otto and seconded by Bill Silas to adjourn the meeting at 9:19 pm. Motion passed unanimously.

Special Meeting September 15, 2008

2008-09-15T17:04:00.000-04:00

Killingworth Park and Recreation Commission
Special Meeting September 15, 2008

REVISED MINUTES

1. Call to order
The Killingworth Park and Recreation Commission held a special meeting with the Board of Selectmen on Tuesday, September 15, 2008, at the Killingworth Elementary School, 340 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Otto
Chris Kelly
Susan Dean
Scott Thomas
Bill Silas (arrived at 7:40 pm)

Absent: John Machold

Chairman Dan Colonia called the meeting to order at 6:40 PM.

2. Chris Kelly distributed the following 3 handouts to members:
- July 17, 2008 memo from Hilary Kumnick to Wettish Property Development Sub-Committee
- July 19, 2008 memo from Chris Kelly to Park & Rec Commission and Wettish Property Development Sub-Committee
- Issue/Resolution sheet prepared by Chris Kelly
General discussion of handouts followed. (Copies of the handouts are attached to these minutes.)

3. Visitors: Richard Cabral, First Selectman
Cathy Iino, Selectwoman
Members of the Board of Selectmen arrived at 7:02 pm (Selectman Fred Dudek was not present). Susan Otto discussed the charge of the Wettish Property Development Sub-Committee and discussion followed. The Park & Recreation Commission can create an advisory committee of people with abilities to see project to completion. This committee would have to be approved by the Selectmen, and those same people were named to the sub-committee. This was done by First Selectman Marty Klein. Five members were sworn in, then under the Board of Selectmen. The sub-committee presently has 7 members: Chris Kelly, Eric Auer, David Gross, Richard Otto, Terry Nixon (not citizen, not voting), Dan Colonia and Hilary Kumnick. Park & Rec Commission never received charge from Board of Selectmen.

Chris continued that the Park & Rec commission is responsible for the fields and facilities. Dan added that the money is in the commission’s budget and the commission must be sure it is used properly. The bills from Weston & Sampson were approved by the Park & Rec Commission. The commission should review both the project’s bills and progress. Discussion of Hilary Kumnick’s July 17, 2008 email followed. In the email, Hilary stated the sub-committee itself should be responsible for the project and not come under the Park & Rec Commission. Susan Otto agreed that the sub-committee had expertise, and commented that the Park & Rec Commisssion had always supported their recommendations. General discussion of the email followed.

Chris had been taking the minutes of the sub-committee meetings himself because there was no money in the budget to hire a recording secretary, and all of these minutes were approved. Chris and Dan agreed that actions were taken either by vote or concensus. Dawn Mooney has since agreed to take the minutes.

Richard questioned why well-drilling was not addressed in a motion, and whether written well-drilling quotes were obtained, and discussion followed regarding the well drilling quote procedures. It was noted that the opportunity is now lost to drill the test well. Chris noted that the specific requirements of the well had not yet been defined, so drilling would have been premature. Discussion and disagreement among those present followed. (Bill Silas arrived.)

Richard Cabral questioned how to resolve these issues, and discussion followed. Dan stated that 99% of the design was completed and could be taken to Inland/Wetlands, Planning & Zoning and then to the State.

Bill Silas stated that the Park & Rec Commission did not want the charge of the Wettish project take away from the Commission, and Richard affirmed that no one had said that action would be taken. Richard continued that the main problem was the sub-committee’s dysfunctional nature. Bill noted that some on the sub-committee are cautious while others want to act quickly, and he further noted that there was no money for the well-drilling at the time the member wanted to drill the test hole. Weston & Sampson had also indicated that such action was not appropriate at that time.

Susan Otto questioned who on the Board of Selectmen is in charge of the Wettish project, and Richard noted that the Board did not want to interfere. Susan further questioned whether Park & Rec Commission or the sub-committee is in charge, and Richard responded that the Board of Selectmen appoints the sub-committee and they have charge. Discussion followed noting that the sub-committee needs to work cooperatively.

Cathy Iino questioned what happens next. Chris stated that the next step is to get final plans from Weston & Sampson, and then get 3 copies to Inlands/Wetlands. Cathy asked what is next now that design is approved, and the answer is budget. Dan questioned what part of the design will be paid by the town and what part will be paid by the STEAP grant, and discussion followed regarding dividing the project and keeping costs down for the town. Suggestions were made including keeping on task, making motions for decisions and careful record-keeping and recording of votes by recording secretary Dawn Mooney.

Discussion followed regarding the number of members on sub-committee and the need to be able to break a tie when voting. Chris questioned the charge for the Sheldon Park project and Wettish Phase 2, and Richard noted that the current sub-committee would be disbanded and a new one would be appointed.

Dan thanked First Selectman Richard Cabral and Selectwoman Cathy Iino for attending this meeting. Selectmen left meeting at 8:35 pm.

General discussion followed the Selectmen’s departure. Selectmen will be putting charge on Board of Selectmen’s next agenda.

8. Adjournment
*A motion was made by Bill Silas and seconded by Susan Otto to adjourn the meeting at 8:40 pm. Motion passed unanimously.

Regular Meeting September 8, 2008

2008-09-08T17:05:00.000-04:00

Killingworth Park and Recreation Commission
Regular Meeting September 8, 2008

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

Present: Dan Colonia
Susan Otto
Chris Kelly
Bill Silas (arrived at 7:45 PM)
Scott Thomas

Absent: John Machold
Susan Dean

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

2. Minutes of regular meeting held August 8, 2008
*A motion was made by Susan Otto and seconded by Chris Kelly to accept the minutes of the August 8, 2008, meeting. Motion passed. (Dan Colonia abstained.)

3. Visitors: Walter & Cindy Adametz
Jerry Manware
Walter introduced himself as the road foreman for the Town of Killingworth, his wife, Cindy, and Jerry Manware, sub-contractor currently maintaining the fields in Killingworth. As Walter explained, in the past there was a town employee responsible for maintaining the fields but the Board of Selectmen eliminated that position several years ago. Currently, Jerry Adametz is responsible for mowing/dragging the fields, and mowing the library and the Town Hall grounds. Jerry has been averaging between 25 to 30 hours per week, but recently First Selectman Richard Cabral has received complaints about his excessive mowing and is concerned about the increase in Jerry’s hours over last year. For this reason, Walter has asked Jerry to accomplish what he can in 20 hours per week and wanted the commission to know why his hours were being reduced. Walter explained that since Jerry is a sub-contractor, he is paid on a 1099. He is not a town employee and, therefore, the Town saves the additional monies associated with an employee. Dan Colonia questioned how Jerry’s hours are allocated between the town’s parks and Town Hall and the library, and Jerry indicated that could be found on his time sheets. Walter will summarize Jerry’s recent time sheets and forward that to Dan. The Parks and Recreation Commission will review this summary and consider paying for Jerry’s additional hours. Jerry stated that the increase in hours was due to this summer’s rains, the increase in crabgrass and preparing Rocco for tournaments, and stated there are many hours spent that he does not include on his time sheets. Jerry further stated it would be helpful for him to have a copy of the field use schedule to plan his hours in the most efficient way. Susan Otto questioned whether Jerry picks up many golf balls, since that seems to be an ongoing problem, and Jerry agreed saying he frequently runs over them with the mower causing holes in the grass and propelling them in a dangerous manner. Susan also asked about the pole blocking the Bethke Field driveway, and Jerry indicated he always replaces it when he leaves. Bill Silas asked about the green storage box at Sheldon Field and Walter stated it would be removed as quickly as possible along with the base/pitcher’s mound debris. Dan Colonia thanked Jerry for his hard work to maintain the parks and fields and for his support of the Parks and Recreation Commission.

4. Communications, Bills and Applications
a. The following communications were received:
Dan Colonia re-presented a letter from the Killingworth Conservation Committee regarding the skateboard park concept. Bill Silas cautioned he is concerned that the tone of the letter stereotypes skateboarders, as well as the youth of Killingworth. Dan Colonia expressed concern not with the idea of a skatepark, but rather with its cost of $ 300,000. Since the residents of Killingworth have diverse interests, devoting that large a sum of money to only one interest would not be appropriate. He further commented that he supports the sport, but is concerned that when left totally unsupervised it could attract inappropriate behavior. Susan Otto expressed disappointment at the hashness of the letter. More research is needed to determine how other towns, such as Clinton, Old Saybrook and Chester, manage their skateparks. For the Park & Recreation Commission to support the project further research is necessary to determine the number of residents who participate in this sport versus the number who participate in other sports, such as tennis or basketball.

b. The following bills were presented:
Invoice #164017 from Weston & Sampson, received 8/5/08, in the amount of
$ 15,175.00 (to be paid from $ 122,000)
*A motion was made by Bill Silas and seconded by Susan Otto to approve the above noted bill. Motion passed unanimously.
Invoice #165031 from Weston & Sampson, submitted 9/3/08, in the amount of
$ 8,775.00 (in accordance with contract for final design & bid documents)
*A motion was made by Susan Otto and seconded by Scot Thomas to approve the above noted bill. Motion passed unanimously.
Bill from Olson Sanitation for August in the amount of $ 219.00,
Bill from CL&P in the amount of $ 38.72,
Second bill from CL&P in the amount of $ 39.02,
Third bill from CL&P in the amount of $ 44.48,
Bill from American Carting, 8/01 to 8/31, in the amount of $ 75.00,
*A motion was made by Bill Silas and seconded by Scot Thomas to approve all of the above noted bills. Motion passed unanimously.
Bill from Dawn Mooney for recording services in the amount of $ 53.28.
*A motion was made by Susan Otto and seconded by Scot Thomas to approve the above noted bill. Motion passed unanimously.

c. The following applications were presented:
Duplicate applications were received from KYL for the use of Bethke and Rocco Fields for Fall Ball. These applications were previously approved.

An application was received from KYL for the use of Sheldon Field for additional hours from 8/18 to 10/31/08 for Fall Ball. Dan Colonia will check with Frank Sparks of HK Rec to see if he can give back unused times. Every effort will be made to accommodate this request, but due to the late submission no quarantee can be made.

5. Treasurer’s Report
Treasurer Bill Silas reported:
Starting account balance $ 25,757.25
Expenses $ 932.18 (or approx. 4% of budget) Ending balance $ 24,825.07

6. Old Business
a. Parks and Field Maintenance/Evaluations
- Irene Sheldon Park
- Rocco M. Reale Memorial Field
- Bethke Field
Dan Colonia explained that John Machold completed a field review of Sheldon, Rocco, Bethke Fields the morning of this meeting (9/8), the findings of which Dan is typing and emailing to commission members and a copy of which is attached to these minutes. Susan Otto will contact HKHS to offer community service hours to volunteers who help accomplish some of the tasks.
- Dugout areas, pavilion and picnic tables need to be pressure washed. Dan Colonia will contact Jim Stannard for a quote.
*A motion was made by Bill Silas and seconded by Chris Kelly to approve up to
$ 350 for power washing. Motion passed unanimously.
- Bill Silas will contact Chris Plum for a quote to trim fence lines and dugout areas at Sheldon, Rocco and Bethke Fields
*A motion was made by Bill Silas and seconded by Susan Otto to approve up to
$ 300 for trimming overgrown areas. Motion passed unanimously.
- Dan commented that since the Sheldon survey is complete, conceptual design plans would be the next step. The STEAP grant requires strict procedures be followed and the terminology is even more restrictive than when the Wettish project was designed. John Figurelli of KYL and Weston & Sampson has expressed interest in helping with the project, but Dan is concerned that this may appear to favor Weston & Sampson. Bill Silas will discuss this with John as a KYL issue. Scot Thomas will make copies of the drawings and Chris Kelly will contact the surveyor for mylar copies.

b. Wettish Property Development
Chris Kelly reported he and Susan Otto met with First Selectman Richard Cabral in August regarding funding ($ 19,200.00) and at the August 27 Town Meeting the funding was approved. Agreement was reached at the Planning & Zoning Committee meeting regarding the stone wall issue, and Chris contacted the state archeologist who gave approval since there is nothing at the Wettish property considered and archeological site. Eric Auer reported to Chris that the Inlands/Wetlands Commission’s initial review of the plan went well, and The State of Connecticut requires a hard surface walkway (bituminous or processed stone) to the fields be included for emergency access. Weston & Sampson is revising the plan, including changes, for the 14 day approval. The Land Use Committee requested a copy of the plan for review and will then send approval letter, and Planning & Zoning needs 7 sets of the drawings.
Dan Colonia questioned the property line inside the stone wall and the horse fence encroaching on the property, stating he does not want to wait to resolve any potential boundary issues. Bill Silas added that the neighbor mows the grass over the stone wall and has lawn furniture over the boundary. The Commission agreed that this issue should have been investigated and resolve with the original purchase of the property, but must be addressed at this time. Dan also discussed holes noted in stone walls on the plan, and the seed and soil types noted on the plan. The plan specifies that no topsoil or stones leave the property during the duration of the project.

c. HK Recreation Authority – nothing to report.

7. New Business
Dan Colonia reported that he met with First Selectman Richard Cabral earlier in the day regarding concerns about the progress of the Wettish Property Development Sub-Committee and its ability to function effectively. Recent conflicts within the sub-committee, between Chris Kelly and Eric Auer, have left questions in the minds of other town committees and officials, and Richard was considering making changes within the Sub-committee and/or with the project’s control and Eric was thinking of resigning. Dan went on to say that because of the differing styles of the two, Chris is very detail minded, and Eric wants to get things done quickly, he wondered whether a plan could be developed to divide responsibility for the sub-committee’s tasks between them. He also cited issues involving recording the minutes and votes of meetings.
Chris Kelly explained that feels it is not a personality issue, but rather a procedural issue. He has followed and will continue to follow the guidelines set forth by the Town, as well as those requirements of the STEAP grant. Chris further explained that the time delays with the project have been administrative: STEAP grants were not submitted by former First Selectmen, Chris himself submitted second STEAD application, then the administration changed causing further delays. When the well issue arose, Chris was following the Town’s bidding procedure, but Eric wanted to award the contract to his contact. Chris explained that there can be no favoritism in awarding contracts, or the town will suffer. He also stated the proper documentation must be maintained since the state could audit the project at any time. Chris added that he realizes that Eric has a lot of knowledge and experience and Chris could work with him, but Eric must realize it is not a one-man operation.
Susan Otto questioned why the other members of the committee were not included in the meeting between Dan and Richard. Bill Silas added that the First Selectman should meet with the Wettish Sub-committee and detail the Town’s bidding process, to ensure that the project is completed in the best way possible, not necessarily the cheapest or the quickest. Scot Thomas agreed that the Town’s rules for bidding must be followed. Dan summarized that he would hate to lose either Chris or Eric from the sub-committee, and added that it is very important to keep the entire sub-committee together. He would prefer to divide the tasks between the two members while continuing to follow all the guidelines, but further investigation is needed to if such a division is possible.
Dan will ask the Board of Selectmen to attend a Special Meeting of the Park and Rec Commission to discuss these issues. Chris wants the Wettish Sub-Committee to attend as well. Dan and Chris asked recording secretary Dawn Mooney to attend to take the minutes.
*A motion was made by Bill Silas and seconded by Susan Otto to call a Special Meeting of the Park & Recreation Commission with the Board of Selectmen to discuss the charge of the Wettish Property Development Sub-Committee for Monday, September 15, 2008 at 7:00pm at the Killingworth Town Office Building. Motion passed. (Chris Kelly abstained.)

8. Adjournment
*A motion was made by Bill Silas and seconded by Scot Thomas to adjourn the meeting at 10:49 PM. Motion passed unanimously.

Regular Meeting August 11, 2008

2008-08-11T17:06:00.000-04:00

Killingworth Park and Recreation Commission
Regular Meeting August 11, 2008

1. Call to order
The Killingworth Park and Recreation Commission held its regular meeting on Monday, August 11, 2008, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Susan Otto
Susan Dean
Chris Kelly
John Machold
Bill Silas (arrived at 8:04 PM)
Absent: Dan Colonia
Scott Thomas
Vice-Chairman Susan Otto called the meeting to order at 7:38 PM.

2. Minutes of Regular meeting held July 14, 2008.
*A motion was made by Susan Dean and seconded by Susan Otto to accept the minutes of the July 14, 2008 meeting. Chris Kelly abstained. (Bill Silas voted upon arrival.) Motion passed.

3. Visitors: No visitors were present.

4. Communications, Bills and Applications

a. No communications were received.

b. The following bills were presented:
Bill from CL&P in the amount of $ 39.00,
Second bill from CL&P in the amount of $ 38.70,
Third bill from CL&P in the amount of $ 43.45,
Bill from Killingworth Garage for gas in the amount of $ 193.09,
Bill from Weston & Sampson, approved by the Wettish Sub-Committee, in the amount of $ 12,568.75,
Bill from Donald R. Carlson, surveyor for Irene Sheldon Field, in the amount of
$ 4,200.00
Bill from Olson Sanitation for July for Sheldon, Rocco and Bethke fields, with a $ 3.00 fuel surcharge per field, in the amount of $ 219.00,
Bill from Anthony Carri for July in the amount of $ 279.00,
Bill from Dawn Mooney for recording services in July in the amount of $ 59.94.
Total of bills presented is $ 17,640.93
*A motion was made by John Machold and seconded by Susan Otto to approve all of the above noted bills. Motion passed unanimously.

c. The following applications were presented:
The application received from HK Recreation in June for the use of Sheldon Park on Mondays thru Fridays from 4:30 to dusk and Saturdays from 8:00 to 5:30 with Sunday rain dates, from 8/18 to 11/1/08, for fall soccer league was again discussed.

An application was received from KYL for the use of lower Sheldon Field for Fall Baseball on Wednesdays from 4:30 to dusk and Saturdays, on various weekends from 8/18 to 10/31/08.

Discussion followed regarding these applications and the effort that was put in by all parties to avoid conflicts. Susan Dean stated that she will update the park usage matrix adding these activities and then will forward it to the entire commission, to then be forwarded to Walter Ademetz.
*A motion was made by John Machold and seconded by Chris Kelly to approve the above noted applications. Motion passed unanimously.

5. Treasurer’s Report
Treasurer Bill Silas presented the following summary for the fiscal year ending June 30. 2008:
2007-2008 Budget $ 19,970.00
2007-2008 Expenditures 17,393.33
Given back to town $ 2,576.67

Bill then presented the treasurer’s report for the current fiscal year:
2008-2009 Budget $ 25,850.00
July Expenditures 152.75
Balance $ 25,697.25

6. Old Business
a. Parks and Field Maintenance/Evaluations
Susan Otto explained that all the fields have not yet been dragged because of the recent rain, but Walter Adametz assures it will be done soon.
- Irene Sheldon Park
- Survey - Complete. Chris Kelly presented a survey map of Sheldon Park. He stated that planning will proceed and design plans and layouts can be discussed at the commission’s September 8 meeting.
- Port-a-potties – To remain as is.
- Garbage Collection – To remain as is.
- Kiosks – Dan Colonia had asked Walter Adametz for the kiosks to be placed, but this has not yet been done. John Machold stated he would coordinate with Dan Colonia upon his return and Bill Silas to walk the fields before the September 8 commission meeting to assess the best locations for the kiosks.
- Rocco M. Reale Memorial Field – John Machold will assess needs and present a list for ground maintenance before fall. Susan Otto stated that there is frequently a golfer on the field, and John Machold discussed the issue of numerous dogs at the fields during KYL games. The commission agreed that these prohibited activities would be discussed with offenders once the kiosks were installed.
- Bethke Field – Dan Colonia had gotten estimates for a cattle gate to prevent cars from entering, and Susan Otto presented the diagram with the estimates.
The commission will ask the town to install the gate.
*A motion was made by Susan Dean and seconded by John Machold to approve the purchase of a cattle gate not to exceed $200.00 plus shipping. Motion passed unanimously.

b. Wettish Property Development
Chris Kelly reported that the Wettish Sub-Committee held a special meeting on July 31, 2008, to review the Weston & Sampson plans and information. Chris presented the latest plan which incorporated Plan 3A that Planning & Zoning had reviewed with only minor adjustments and created a water detention area (dry) leaving more farmland untouched. Runoff is 0 increase for a hundred year storm. Bill Silas questioned runoff for the cross-street property and Chris Kelly explained that the 3 existing catch basins are currently filled and not functioning, and therefore must be cleaned out by the town maintenance crew. Clean catch-basins and the plan design should help to alleviate the neighbor’s issue. Chris went on to explain that the stone wall along the entrance drive will be moved, noting that the Planning & zoning Commission wants 557’ of 3’ high stone walls. (The Planning & Zoning Commission minutes are attached to these minutes) At present, 5% of the total project budget is allocated toward the stone walls on the property. Other issues discussed include:
- Power lines in the area are low – this must be addressed with the town
- Parking must be available in the winter for hiking and cross country skiing
- Concrete pad for dumpster was eliminated from the plan, saving money
- A water pump and sprinkler/irrigation system will be necessary
The bidding process for well drilling was discussed noting the need for 3 written bids addressing well specifics such as pump and recovery rates, and noting that trees will need to be cleared for a test well to be drilled. Bill Silas questioned whether any building/structure should be included for future use (ie – concession stand, storage,…) The plan also includes a free area, grassed and mowed, for general use such as team warm-up, picnics, frisbee,… It was noted that Eric Auer is preparing the permits to be submitted to Inlands/Wetlands, and that Chris Kelly will update the Conservation Committee with the state’s comments. Bill Silas discussed availability of funds with First Selectman Richard Cabral and Finance Committee chairman John McMahon and went on to explain that the funds are line items, not capital items, in the budget and therefore will not be carried forward to this year’s budget until the audit is complete. Susan Otto explained that the process of obtaining bids for work can continue during the audit process so as not to delay the project. She further commented that the committee is very grateful that Weston & Sampson did such a good job designing a plan to meet everyone’s needs.

c. HK Recreation Authority
Susan Otto and Chris Kelly discussed with First Selectman Richard the fact that there is a Killingworth resident, not on the Park & Recreation Commission, who is willing to serve on the HK Recreation Authority. Richard Cabral stated that the commission could decide to add another member to accommodate this individual. Discussion followed regarding the possible issues in adding an eight member. Further discussion was tabled until Dan Colonia’s return.

7. New Business – No new business was presented.

8. Adjournment
*A motion was made by Bill Silas and seconded by Susan Dean to adjourn the meeting at 9:03 PM. Motion passed unanimously.

Regular Meeting July 14, 2008

2008-07-14T17:07:00.000-04:00

Killingworth Park and Recreation Commission
Regular Meeting July 14, 2008

1. Call to order
The Killingworth Park and Recreation Commission held its regular meeting on Monday, July 14, 2008, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.

Present: Dan Colonia
Susan Otto
Susan Dean
Bill Silas (arrived at 8:00 PM)
Scott Thomas

Absent: John Machold
Chris Kelly

Chairman Dan Colonia called the meeting to order at 7:39 PM.

2. Minutes of:
a. Regular meeting held April 14, 2008
*A motion was made by Susan Dean and seconded by Susan Otto to accept the minutes of the June 9, 2008 meeting, including the minutes of May 12, 2008. Motion passed unanimously.

3. Visitors: No visitors were present.

4. Communications, Bills and Applications

a. The following communications were received:
Dan Colonia read a letter from the Killingworth Conservation Committee, a copy of which is attached to these minutes, regarding their concerns surrounding the moving of stone walls at the Wettish property and Susan Dean spoke to these concerns. Dan Colonia then read a letter he and Chris Kelly drafted to respond to these concerns. Of the approximate 9000 linear feet of stone walls on the Wettish property, the development plan moves approximately 1100 feet, preserving 86% of the walls. The Wettish proposal follows Planning & Zoning’s guidelines of reusing the materials from any walls moved to construct new field walls keeping in character with walls already existing or to repair gaps in existing walls. Additionally, with an estimated cost of $ 150 per linear foot to reconstruct stone walls, it would cost between $ 200,000 and $ 300,000 to rebuild every linear foot of wall. For this reason, the proposal must be very selective in rebuilding walls to reduce expenses. The Wettish property consists of 146 acres, 22 of which are to be developed. The stone walls to be moved are located at the proposed multi-use fields, and discussion followed regarding three plans that were considered for the property and their costs. Dan Colonia summarized that the proposed plan balances all demands for the property by preserving and creating farmlands and preserving stone walls while providing additional playing fields for the town at the most reasonable cost. The Commission approved the letter as drafted.

b. The following bill was re-presented:
Bill from Weston & Sampson, in the amount of $ 14,943.75, for Wettish Property design work. This bill, approved by the Wettish sub-committee, will be paid from Wettish Property development funds.
*A motion was made by Susan Otto and seconded by Scot Thomas to approve the above noted bill. Motion passed unanimously.

The following bills were presented:
Bill from True Value for concrete mix for bases at upper Sheldon in the amount of $ 28.35,
Second bill from True Value for concrete mix for bases at upper Sheldon in the amount of $ 6.49,
Bill from CL&P in the amount of $ 44.87,
Second bill from CL&P in the amount of $ 39.13,
Third bill from CL&P in the amount of $ 38.98,
Bill from Killingworth Garage for gas in the amount of $ 219.50,
Bill from American Carting as follows:
5/14 to 5/31 $ 40.00 (to be paid from 2007-2008 budget)
6/01 to 6/30 75.00 (to be paid from 2007-2008 budget)
7/01 to 7/31 75.00 (to be paid from 2008-2009 budget)
Bill for processed stone for Sheldon field in the amount of $ 950.87,
Bill from Olson Sanitation for June for Sheldon, Rocco and Bethke fields, with a $ 3.00 fuel surcharge per field, in the amount of $ 219.00,
Bill from Anthony Carri for June in the amount of $ 279.00,
Bill from Dawn Mooney for recording services in the amount of $ 77.75.
*A motion was made by Susan Otto and seconded by Bill Silas to approve all of the above noted bills. Motion passed unanimously.

c. The following applications were presented:
Lori Marriot of Shoreline Focus on Fitness submitted proof of liability insurance for the application previously submitted and approved for the use of Sheldon Park, as well as a deposit check in the amount of $ 50.00.

The application received from HK Recreation in June for the use of Sheldon Park from 8/18 to 11/1/08 for fall soccer league was again discussed. Approval of this application was postponed until the August 11 meeting to allow other organizations possible use of the park as well.

An application from KYL for the use of Sheldon Field for Fall Ball is forthcoming.

An application was received from KYL for the use of Rocco Field from 8/18 to 10/31/08 for Fall Ball practices and games.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve the above noted application. Motion passed unanimously.

An application was received from KYL for the use of Bethke Field from 8/18 to 10/31/08 for Fall Ball practices.
*A motion was made by Bill Silas and seconded by Scot Thomas to approve the above noted application. Motion passed unanimously.

5. Treasurer’s Report
Treasurer Bill Silas stated the report in hand was still missing expenses, for wood chips and processed stone for example, but the fiscal year ended approximately $ 600 to $ 700 under budget.

6. Old Business
a. Parks and Field Maintenance/Evaluations
- Irene Sheldon Park
- Survey - Still in progress. A surveyor’s tripod was found at the field and given to the State workers at the traffic circle.
- Port-a-potties – To remain twice per week for soccer season.
- Garbage Collection – To remain once per week, since it is working well.
- Rocco M. Reale Memorial Field - No items to discuss at this time.
- Bethke Field
The pole to prevent parking in back/outer field is still being left down, apparently when the field is mowed. Susan Otto will contact Walter Adametz to be sure the pole is put back up after Jerry Manware mows. Dan suggested installing hinges on the pole so it could not be removed, but instead would swing. He believed hinges would cost approximately $ 300, but will look into it. Bill Silas stated the field had not been dragged. Susan will check with Walter Adametz about that as well.

b. Wettish Property Development
Dan Colonia stated the Planning & Zoning Committee met on June 11, 2008, and looks very favorably on the development plan. Also, a walk of the property with the Inlands/Wetlands Commission was held on July 12, and very positive feedback was received. What was previously thought to be a vernal pool turned out not to be, and therefore not an issue. Also, the proposed development plan will alleviate an existing drainage problem on Parker Hill Road and on the property across the street. Dan explained that clearing land may be held off to coincide with a growing season to prevent erosion. Eric Auer will write the permits, and with the pre-approval already received the process should move quickly. The members reiterated that Planning & Zoning is already very involved and Land Use will also be very involved. Every committee has been involved from the start, their questions have been answered and their support has been given. Dan questioned if there were any possible solar power features that could be used in the Wettish plan.

7. New Business
• Dan Colonia explained that more soccer teams will be able to use the lower Sheldon field because regulations for U11 and U12 soccer have changed. He will update the field use schedule and send it to all members for approval at the August 11 meeting. Bill Silas suggested that KYL apply for use of the HKMS fields as well. The commission’s primary goal will be to come up with a schedule that benefits both HK Rec and KYL.
• Bill Silas discussed field maintenance/mowing with First Selectman Richard Cabral. In previous years the fields were mowed but this year Jerry Manware’s hours were cut to 20 per week, and he is therefore not able to support Park & Rec’s needs. Discussion followed regarding how to best maintain the town’s fields.
• Chairman Dan Colonia stated he will miss the August meeting, Susan Otto confirmed she will be present.

8. Adjournment
*A motion was made by Susan Otto and seconded by Scot Thomas to adjourn the meeting at 9:10 PM. Motion passed unanimously.