Regular Meeting February 9, 2009
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.
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.
