Minutes of Special Meeting September 29, 2008

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

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

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.