Regular Meeting December 14, 2009
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, December 14, 2009, at 8:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia (arrived at 8:08 PM)
Susan Dean
Rob Grasso
Glenn Johnson
John Machold
Bill Silas
Scot Thomas
Vice-Chairman Scot Thomas called the meeting to order at 8:02 PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of:
- Regular Meeting held November 9, 2009 (It was noted that the agenda cited this meeting as November 19, 2009 due to a typographical error.)
*A motion was made by Bill Silas and seconded by Glenn Johnson to accept the minutes of the November 9, 2009 Regular Meeting as written. Motion passed.
4. Visitors: No visitors were present.
5. Communications, Bills and Applications
a. Communications are emailed to the commission as received.
b. The following bills were received:
Bill from Running Brook Farms in the amount of 3,649.60
bill from Olson Sanitation, for November, in the amount of 219.00
bill from Anthony Carri, for November, in the amount of 270.00
bill from Killingworth Garage in the amount of 108.82
bill from CL&P in the amount of 39.58
second bill from CL&P in the amount of 38.96
third bill from CL&P in the amount of 39.72
fourth bill from CL&P in the amount of 39.88
fifth bill from CL&P in the amount of 39.58
sixth bill from CL&P in the amount of 39.11
bill from Running Brook Farms, seed & fertilizer, in the amount of 14.40
*A motion was made by Bill Silas and seconded by Scot Thomas to authorize payment of the above bills. Motion passed unanimously.
c. No applications were received.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening balance $ 22,496.32
Expenses 2,593.84
Ending balance $ 19,902.48 (25.3% annual budget expended)
Bill presented his proposed 2010-2011 operating budget (as attached) citing increased line items with the new fields, including a gatekeeper for 3 to 4 months, and increase in the cost of wood chips, lawncare,… Discussion followed.
*A motion was made by Bill Silas and seconded by Susan Dean to accept the 2010-2011 operating budget of $43,230.00. Motion passed unanimously.
7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Dan suggested that the commission conduct a site walk in March 2010 to assess conditions of dugouts, benches, needed power washing,… and update the to-do list. It was discussed that the Town will probably not help with maintenance and the commission agreed to increase the field maintenance budget to cover the additional cost. Bill will adjust the budget and email the commission. The date for the walk will be set at the February meeting.
*A motion was made by John Machold and seconded by Rob Grasso to adjust the 2010-2011 operating budget to cover increased field maintenance costs since the Town will not be assisting with maintenance. Motion passed unanimously.
• Rocco – nothing additional to report.
• Bethke – Bill stated he will drill the holes for gate installation.
b. Wettish Property Development
• Construction Progress – Glenn discussed the Palms’ drainage issue with Venuti Enterprises and the estimate cost is $1200. He further noted that Eric Auer had volunteered his services to perform the work to the Palms’ satisfaction at no cost. Dan added that the drainage issues were brought to the Town’s attention in the spring and it has not yet been done, and he believes Eric is tired of waiting for it to be resolved and wants to see it through. Glenn reiterated that the Palms’ have already cleared the area to have the work done. Glenn reviewed the plan with the commission to illustrate the need for resolution as construction progresses. Bill noted that there is no water now after all the recent rains, and discussion followed. Rob stated that there is an ongoing ice problem on the road in winter and the town has done nothing. Glenn added that the recent basin improvements have been effective noting he and Eric will meet with the town engineer and the first selectman tomorrow.
Glenn stated that construction of the parking lot is underway with the area graded but no gravel yet because they are waiting for geo-grade to bridge the weak soil allowing for less gravel and top soil. Glenn contacted the manufacturer who is sending a 13’ X264” roll of an improved geo-grade product at no cost other than Venuti’s labor to roll it out. Next week a test area will be done. Glenn further noted that the lower area is cleared but no other work has been done, and it now has standing water. If the geo-grade is effective it could save the town up to $50,000 in additional excavating and gravel.
Glenn noted that there would be no pay requisition this month (at about 31% of cost to date) and approximately $158,000 of the STEAP Grant remains.
Glenn informed the commission that the stone wall contractor gave quoted around $20,000 to construct a 12’ X 24’ concrete block building with stone veneer from the site and gable roof, but he is awaiting a written quote. Glenn noted the high quality for the contractor’s work and Dan confirmed the cost of the shed will come out of the irrigation budget stating they may want to extend the wall in the future.
Glenn indicated that an additional change order for about $15,000 will likely come for underdrains on the upper field to ensure they stay dry. He explained the drainage issue and soil structure in depth noting additional cost for a silt filter and stone. Three additional lateral pipes are proposed, and Glenn agrees with the need to ensure the quality of the end product, and he added that he thinks the project can stay close to budget. The commission then discussed the change order total to date and the budget in detail. Bill cautioned the commission to have more of a handle on expenses and change orders, adding that he believes the contractor knew the project would cost more than quoted because of design flaws. The commission agreed that the cost of the parking area will determine if the project goes over budget. Dan noted that the commission will have to set a critical cost at which to go to the Town to ask for additional funds. The commission then discussed the evident flaws in Weston & Sampson’s project design and questioned if the firm would stand behind it. Specific contradictory reports regarding water levels at the site during Weston & Sampson’s initial soil tests were discussed. Dan suggested the commission cannot ask the town for more funding until they know the additional parking area costs, which should be known next week. Glenn added that there may be irrigation overages as well, such as the cost for isolation valves and a water filter.
*A motion was made by Glenn Johnson and seconded by Scot Thomas to authorize payment of up to $20,000.00 for change order to control ground water in the northern half of the upper field. Bill Silas abstained. Motion passed.
The commission discussed and agreed to contact Weston & Sampson to conduct a site walk and explain their design and its omissions and shortfalls, review construction to date and provide a written report to take to the Town.
• Irrigation – Glenn informed the commission that the irrigation contractor had started work and has made significant progress. Eric is strictly monitoring the work and temperature to ensure the [pipes are properly laid and fused. The company owner and foreman were very optimistic about continuing progress and may finish the lower field this week.
• Phase II – Glenn dug test holes for Phase II and noted that a neighbor, Mrs. Gochberg, is protesting and trying to rally the neighborhood against the field, claiming the area was designated for passive recreation only. The commission discussed the option of returning to Planning & Zoning to try to move the field back to their original site noting that they wanted the field farther away from her property from the start, but that would impact the stone wall. Dan stated he would contact Tom Lentz to discuss options regarding the wall. The commission discussed inviting Mrs. Gochberg to a meeting to discuss her concerns. The commission then discussed the need for water on the Phase II field and the options of running pipe from Phase I vs. a small 2nd well.
8. New Business – Dan noted that he would like the next few meetings to begin at 8:00 PM due to a scheduling conflict. The commission agreed to the time change.
9. Adjournment
*A motion was made by Rob Grasso and seconded by Bill Silas to adjourn the meeting at 9:45 PM. Motion passed unanimously.
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, December 14, 2009, at 8:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia (arrived at 8:08 PM)
Susan Dean
Rob Grasso
Glenn Johnson
John Machold
Bill Silas
Scot Thomas
Vice-Chairman Scot Thomas called the meeting to order at 8:02 PM.
2. Pledge of Allegiance – The Pledge of Allegiance was recited.
3. Minutes of:
- Regular Meeting held November 9, 2009 (It was noted that the agenda cited this meeting as November 19, 2009 due to a typographical error.)
*A motion was made by Bill Silas and seconded by Glenn Johnson to accept the minutes of the November 9, 2009 Regular Meeting as written. Motion passed.
4. Visitors: No visitors were present.
5. Communications, Bills and Applications
a. Communications are emailed to the commission as received.
b. The following bills were received:
Bill from Running Brook Farms in the amount of 3,649.60
bill from Olson Sanitation, for November, in the amount of 219.00
bill from Anthony Carri, for November, in the amount of 270.00
bill from Killingworth Garage in the amount of 108.82
bill from CL&P in the amount of 39.58
second bill from CL&P in the amount of 38.96
third bill from CL&P in the amount of 39.72
fourth bill from CL&P in the amount of 39.88
fifth bill from CL&P in the amount of 39.58
sixth bill from CL&P in the amount of 39.11
bill from Running Brook Farms, seed & fertilizer, in the amount of 14.40
*A motion was made by Bill Silas and seconded by Scot Thomas to authorize payment of the above bills. Motion passed unanimously.
c. No applications were received.
6. Treasurer’s Report
Treasurer Bill Silas reported:
Opening balance $ 22,496.32
Expenses 2,593.84
Ending balance $ 19,902.48 (25.3% annual budget expended)
Bill presented his proposed 2010-2011 operating budget (as attached) citing increased line items with the new fields, including a gatekeeper for 3 to 4 months, and increase in the cost of wood chips, lawncare,… Discussion followed.
*A motion was made by Bill Silas and seconded by Susan Dean to accept the 2010-2011 operating budget of $43,230.00. Motion passed unanimously.
7. Old Business
a. Parks and Field Maintenance/Evaluations
• Sheldon Park – Dan suggested that the commission conduct a site walk in March 2010 to assess conditions of dugouts, benches, needed power washing,… and update the to-do list. It was discussed that the Town will probably not help with maintenance and the commission agreed to increase the field maintenance budget to cover the additional cost. Bill will adjust the budget and email the commission. The date for the walk will be set at the February meeting.
*A motion was made by John Machold and seconded by Rob Grasso to adjust the 2010-2011 operating budget to cover increased field maintenance costs since the Town will not be assisting with maintenance. Motion passed unanimously.
• Rocco – nothing additional to report.
• Bethke – Bill stated he will drill the holes for gate installation.
b. Wettish Property Development
• Construction Progress – Glenn discussed the Palms’ drainage issue with Venuti Enterprises and the estimate cost is $1200. He further noted that Eric Auer had volunteered his services to perform the work to the Palms’ satisfaction at no cost. Dan added that the drainage issues were brought to the Town’s attention in the spring and it has not yet been done, and he believes Eric is tired of waiting for it to be resolved and wants to see it through. Glenn reiterated that the Palms’ have already cleared the area to have the work done. Glenn reviewed the plan with the commission to illustrate the need for resolution as construction progresses. Bill noted that there is no water now after all the recent rains, and discussion followed. Rob stated that there is an ongoing ice problem on the road in winter and the town has done nothing. Glenn added that the recent basin improvements have been effective noting he and Eric will meet with the town engineer and the first selectman tomorrow.
Glenn stated that construction of the parking lot is underway with the area graded but no gravel yet because they are waiting for geo-grade to bridge the weak soil allowing for less gravel and top soil. Glenn contacted the manufacturer who is sending a 13’ X264” roll of an improved geo-grade product at no cost other than Venuti’s labor to roll it out. Next week a test area will be done. Glenn further noted that the lower area is cleared but no other work has been done, and it now has standing water. If the geo-grade is effective it could save the town up to $50,000 in additional excavating and gravel.
Glenn noted that there would be no pay requisition this month (at about 31% of cost to date) and approximately $158,000 of the STEAP Grant remains.
Glenn informed the commission that the stone wall contractor gave quoted around $20,000 to construct a 12’ X 24’ concrete block building with stone veneer from the site and gable roof, but he is awaiting a written quote. Glenn noted the high quality for the contractor’s work and Dan confirmed the cost of the shed will come out of the irrigation budget stating they may want to extend the wall in the future.
Glenn indicated that an additional change order for about $15,000 will likely come for underdrains on the upper field to ensure they stay dry. He explained the drainage issue and soil structure in depth noting additional cost for a silt filter and stone. Three additional lateral pipes are proposed, and Glenn agrees with the need to ensure the quality of the end product, and he added that he thinks the project can stay close to budget. The commission then discussed the change order total to date and the budget in detail. Bill cautioned the commission to have more of a handle on expenses and change orders, adding that he believes the contractor knew the project would cost more than quoted because of design flaws. The commission agreed that the cost of the parking area will determine if the project goes over budget. Dan noted that the commission will have to set a critical cost at which to go to the Town to ask for additional funds. The commission then discussed the evident flaws in Weston & Sampson’s project design and questioned if the firm would stand behind it. Specific contradictory reports regarding water levels at the site during Weston & Sampson’s initial soil tests were discussed. Dan suggested the commission cannot ask the town for more funding until they know the additional parking area costs, which should be known next week. Glenn added that there may be irrigation overages as well, such as the cost for isolation valves and a water filter.
*A motion was made by Glenn Johnson and seconded by Scot Thomas to authorize payment of up to $20,000.00 for change order to control ground water in the northern half of the upper field. Bill Silas abstained. Motion passed.
The commission discussed and agreed to contact Weston & Sampson to conduct a site walk and explain their design and its omissions and shortfalls, review construction to date and provide a written report to take to the Town.
• Irrigation – Glenn informed the commission that the irrigation contractor had started work and has made significant progress. Eric is strictly monitoring the work and temperature to ensure the [pipes are properly laid and fused. The company owner and foreman were very optimistic about continuing progress and may finish the lower field this week.
• Phase II – Glenn dug test holes for Phase II and noted that a neighbor, Mrs. Gochberg, is protesting and trying to rally the neighborhood against the field, claiming the area was designated for passive recreation only. The commission discussed the option of returning to Planning & Zoning to try to move the field back to their original site noting that they wanted the field farther away from her property from the start, but that would impact the stone wall. Dan stated he would contact Tom Lentz to discuss options regarding the wall. The commission discussed inviting Mrs. Gochberg to a meeting to discuss her concerns. The commission then discussed the need for water on the Phase II field and the options of running pipe from Phase I vs. a small 2nd well.
8. New Business – Dan noted that he would like the next few meetings to begin at 8:00 PM due to a scheduling conflict. The commission agreed to the time change.
9. Adjournment
*A motion was made by Rob Grasso and seconded by Bill Silas to adjourn the meeting at 9:45 PM. Motion passed unanimously.
<< Home