Regular Meeting August 9, 2010
1. Call to order
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, August 9, 2010, at 8:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Susan Dean
Rob Grasso
Glenn Johnson
Scot Thomas
Absent: John Machold
Bill Silas
Chairman Dan Colonia called the meeting to order at 8:06 PM.
2. The Pledge of Allegiance was not recited because there was no flag in the room.
3. Minutes of: Regular Meeting held July 12, 2010
*A motion was made by Glenn Johnson and seconded by Susan Dean to accept the minutes of the July 12, 2010 Regular Meeting as written. Scot Thomas abstained. Motion passed.
4. No visitors were present.
5. Communications, Bills and Applications
a. Communications from other agencies are emailed to the commission as received.
b. The following bills were received:
Bill from Killingworth Garage, for July, in the amount of 42.00
bill from Olsen Sanitation, dated 7/29, in the amount of 219.00
bill from Anthony Carri, dated 7/31, in the amount of 279.00
bill from recording secretary Dawn Mooney, for July, in the
amount of 43.29
bill from CL&P in the amount of 39.68
second bill from CL&P in the amount of 40.12
third bill from CL&P in the amount of 47.07
*A motion was made by Glenn Johnson and seconded by Susan Dean to authorize payment of the above bills. Motion passed unanimously.
bill from VIP Supply for electrical parts and supplies in preparation
for installation of pump filter 505.00
*A motion was made by Rob Grasso and seconded by Scot Thomas to authorize payment of the above bill from Wettish development funds. Motion passed unanimously.
c. No new applications were received. Susan presented an updated field schedule and Susan and Dan discussed the application from HKSoccer.
6. Treasurer’s Report
Treasurer Bill Silas was absent. Dan summarized 2009-2010 financial report, noting that only 66% of budget was used allowing the commission to return significant funds to the town. Discussion followed regarding items that had been purchased with 2009-2010 funds.
7. Old Business
a. Parks and Field Maintenance/Evaluations
Dan advised the commission that Jerry Manware is no longer a town sub-contractor so the commission must get quotes for field mowing and maintenance. Dan noted that he never saw Jerry’s expenses in the budget so the commission may need more funding to cover them, and explained that Cathy Iino has asked for a maintenance plan to share with the neighbors. The commission discussed the responsibilities involved and Glenn noted that Eric is working on a maintenance plan. Dan noted that user groups have always been responsible for lining the fields and discussion followed regarding who will decide when the facility should be closed due to poor weather conditions. Dan suggested that the commission must learn the fields first, then establish a policy on who and when a decision to close the fields is warranted. The group went on to discuss other towns’ and school districts’ policies, as well as the STEAP Grant requirements.
Dan explained that Bill Silas contacted sub-contractors for prices to mow the fields and distributed copies of the prices (see attached). Dan estimated with maintenance needed from mid-March to mid-November (approx. 30 weeks), the annual cost would exceed $10,000 so it must go out to bid. Glenn stated that he will work with Eric to put together a comprehensive bid package, including mowing, fertilizing (organic), liming, aerating,… and discussion followed. The commission also discussed maintenance of the irrigation system.
• Sheldon Park – nothing specific to discuss.
• Rocco – nothing specific to discuss.
• Bethke – nothing specific to discuss.
b. Wettish Property Development
• Construction Progress – Glenn informed the commission that the soil tests are complete, the topsoil has been spread on the upper field and the lower field is now being screened and spread. The electrical service is not yet turned on, and a temporary generator may be brought in to test the irrigation lines for leaks. The commission then discussed several locations for a sign marking the site and possible names and “openings” for the facility. Dan stated that the Board of Selectmen has not gotten back to him regarding the name of the facility. Glenn noted that the contractor has worked diligently, even on weekends, to complete the project and is very conscientious about the quality of the final product. Dan stated that he was contacted by the Killingworth Krier for a construction update and the group then discussed a possible time-line, noting that the trails will open before the fields are ready for play. Dan noted that he walked the trails and added that Dick Dupuis and Bob Wettish walked them as well and found several options for a cross country course. Glenn and Dan stressed that a “punch list” will be compiled noting that the contractor has resolved issues as they have arisen. Dan discussed the pile of waste material from construction of the stone walls and questioned re-purposing, and again stressed the need to protect the fields from vandalism and damage when completed with landscaping, walls or fences. The commission discussed options and costs for the extra top soil noting it could be screened and spread or hauled away, or moved to the baseball field for future use. He informed the group that he walked the Nesci property line to assess areas of rusty wire and fencing and discussed having it removed. He also stressed that balls may land on the Nesci property because of its proximity to goals and suggested that netting on either trees or pole may be necessary in the future, as a capital budget item. Dan explained that the Nesci’s are far more concerned about safety than trespassing and noted that they inquired about donating an item to the project.
• Change orders – Glenn explained that the building inspector required the shed have a frost wall and foundation since it houses the electrical service and noted that this work has been completed resulting in an additional $4182.00 charge. Glenn then discussed his spreadsheet of expenses to date, a copy of which is attached to these minutes. Scot questioned the “estimated” expenses and Glenn stated they still appear accurate. Glenn advised the commission that while the finish gravel is not in yet, more fine gravel may be needed and the commission discussed gravel and driveway/parking area charges already incurred. Dan stated that he visited the site on Sunday and noticed that some areas appear to have no fine gravel, yet the contract called for minimum gravel depths. He cautioned that he doesn’t want to pay for the same material twice, but he also doesn’t want to take advantage of the contractor. Scot suggested the commission meet at the site on Saturday. The commission agreed to hold a Special Meeting at 8:00 AM on Saturday, August 14.
• Irrigation – Irrigation is ready to be tested, as noted earlier.
• Phase II - Glenn presented Phase II plans to the commission and added that the final plans will be complete this week. Soil, drainage, plantings, parking and handicapped accessibility were discussed. Glenn added that fencing, electricity and irrigation are not included in the plan, and the commission discussed options and agreed to get the field in and then assess other needs. Dan suggested estimating the projected cost and then going to the Board of Selectmen and town commissions before going out to bid. Glenn added that once Phase II design is complete, he will move on to the re-design of Sheldon Field.
8. No new business was presented.
9. Adjournment
*A motion was made by Susan Dean and seconded by Scot Thomas to adjourn the meeting at 9:45 PM. Motion passed unanimously.
The Killingworth Park and Recreation Commission held a Regular Meeting on Monday, August 9, 2010, at 8:00 PM at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut.
Present: Dan Colonia
Susan Dean
Rob Grasso
Glenn Johnson
Scot Thomas
Absent: John Machold
Bill Silas
Chairman Dan Colonia called the meeting to order at 8:06 PM.
2. The Pledge of Allegiance was not recited because there was no flag in the room.
3. Minutes of: Regular Meeting held July 12, 2010
*A motion was made by Glenn Johnson and seconded by Susan Dean to accept the minutes of the July 12, 2010 Regular Meeting as written. Scot Thomas abstained. Motion passed.
4. No visitors were present.
5. Communications, Bills and Applications
a. Communications from other agencies are emailed to the commission as received.
b. The following bills were received:
Bill from Killingworth Garage, for July, in the amount of 42.00
bill from Olsen Sanitation, dated 7/29, in the amount of 219.00
bill from Anthony Carri, dated 7/31, in the amount of 279.00
bill from recording secretary Dawn Mooney, for July, in the
amount of 43.29
bill from CL&P in the amount of 39.68
second bill from CL&P in the amount of 40.12
third bill from CL&P in the amount of 47.07
*A motion was made by Glenn Johnson and seconded by Susan Dean to authorize payment of the above bills. Motion passed unanimously.
bill from VIP Supply for electrical parts and supplies in preparation
for installation of pump filter 505.00
*A motion was made by Rob Grasso and seconded by Scot Thomas to authorize payment of the above bill from Wettish development funds. Motion passed unanimously.
c. No new applications were received. Susan presented an updated field schedule and Susan and Dan discussed the application from HKSoccer.
6. Treasurer’s Report
Treasurer Bill Silas was absent. Dan summarized 2009-2010 financial report, noting that only 66% of budget was used allowing the commission to return significant funds to the town. Discussion followed regarding items that had been purchased with 2009-2010 funds.
7. Old Business
a. Parks and Field Maintenance/Evaluations
Dan advised the commission that Jerry Manware is no longer a town sub-contractor so the commission must get quotes for field mowing and maintenance. Dan noted that he never saw Jerry’s expenses in the budget so the commission may need more funding to cover them, and explained that Cathy Iino has asked for a maintenance plan to share with the neighbors. The commission discussed the responsibilities involved and Glenn noted that Eric is working on a maintenance plan. Dan noted that user groups have always been responsible for lining the fields and discussion followed regarding who will decide when the facility should be closed due to poor weather conditions. Dan suggested that the commission must learn the fields first, then establish a policy on who and when a decision to close the fields is warranted. The group went on to discuss other towns’ and school districts’ policies, as well as the STEAP Grant requirements.
Dan explained that Bill Silas contacted sub-contractors for prices to mow the fields and distributed copies of the prices (see attached). Dan estimated with maintenance needed from mid-March to mid-November (approx. 30 weeks), the annual cost would exceed $10,000 so it must go out to bid. Glenn stated that he will work with Eric to put together a comprehensive bid package, including mowing, fertilizing (organic), liming, aerating,… and discussion followed. The commission also discussed maintenance of the irrigation system.
• Sheldon Park – nothing specific to discuss.
• Rocco – nothing specific to discuss.
• Bethke – nothing specific to discuss.
b. Wettish Property Development
• Construction Progress – Glenn informed the commission that the soil tests are complete, the topsoil has been spread on the upper field and the lower field is now being screened and spread. The electrical service is not yet turned on, and a temporary generator may be brought in to test the irrigation lines for leaks. The commission then discussed several locations for a sign marking the site and possible names and “openings” for the facility. Dan stated that the Board of Selectmen has not gotten back to him regarding the name of the facility. Glenn noted that the contractor has worked diligently, even on weekends, to complete the project and is very conscientious about the quality of the final product. Dan stated that he was contacted by the Killingworth Krier for a construction update and the group then discussed a possible time-line, noting that the trails will open before the fields are ready for play. Dan noted that he walked the trails and added that Dick Dupuis and Bob Wettish walked them as well and found several options for a cross country course. Glenn and Dan stressed that a “punch list” will be compiled noting that the contractor has resolved issues as they have arisen. Dan discussed the pile of waste material from construction of the stone walls and questioned re-purposing, and again stressed the need to protect the fields from vandalism and damage when completed with landscaping, walls or fences. The commission discussed options and costs for the extra top soil noting it could be screened and spread or hauled away, or moved to the baseball field for future use. He informed the group that he walked the Nesci property line to assess areas of rusty wire and fencing and discussed having it removed. He also stressed that balls may land on the Nesci property because of its proximity to goals and suggested that netting on either trees or pole may be necessary in the future, as a capital budget item. Dan explained that the Nesci’s are far more concerned about safety than trespassing and noted that they inquired about donating an item to the project.
• Change orders – Glenn explained that the building inspector required the shed have a frost wall and foundation since it houses the electrical service and noted that this work has been completed resulting in an additional $4182.00 charge. Glenn then discussed his spreadsheet of expenses to date, a copy of which is attached to these minutes. Scot questioned the “estimated” expenses and Glenn stated they still appear accurate. Glenn advised the commission that while the finish gravel is not in yet, more fine gravel may be needed and the commission discussed gravel and driveway/parking area charges already incurred. Dan stated that he visited the site on Sunday and noticed that some areas appear to have no fine gravel, yet the contract called for minimum gravel depths. He cautioned that he doesn’t want to pay for the same material twice, but he also doesn’t want to take advantage of the contractor. Scot suggested the commission meet at the site on Saturday. The commission agreed to hold a Special Meeting at 8:00 AM on Saturday, August 14.
• Irrigation – Irrigation is ready to be tested, as noted earlier.
• Phase II - Glenn presented Phase II plans to the commission and added that the final plans will be complete this week. Soil, drainage, plantings, parking and handicapped accessibility were discussed. Glenn added that fencing, electricity and irrigation are not included in the plan, and the commission discussed options and agreed to get the field in and then assess other needs. Dan suggested estimating the projected cost and then going to the Board of Selectmen and town commissions before going out to bid. Glenn added that once Phase II design is complete, he will move on to the re-design of Sheldon Field.
8. No new business was presented.
9. Adjournment
*A motion was made by Susan Dean and seconded by Scot Thomas to adjourn the meeting at 9:45 PM. Motion passed unanimously.
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