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.
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.
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