Parks and Recreation Minutes - November 13, 2007

REGULAR MEETING

TUESDAY, NOVEMBER 13, 2007

DAUGHERTY COMMISSION ROOM

"Approved Minutes"

The regular meeting of the Weston Parks & Recreation Commission ("WPRC") was held Tuesday, November 13, 2007. Present: Bob Uzenoff, Vice Chairman Nancy Babyak, Carlos Mello, Carl Bernstein, Pat Kane and Chairman Dave Juneau. Absent: Marc Butlein. Staff present: Dave Ungar and Gloria Sundlof.

1) Call to order: Chairman Juneau called the meeting to order at 7:30 p.m. and bypassed reading

the Weston Code section 2-62.

2) Approval of minutes of October 15, 2007: Minutes of the October 15^{th meeting were approved as corrected. Carlos moved motion and Pat seconded 6-0.}

3) Public Forum: none

4) Unfinished Business:

a) Review of action items:

07-31. Dave U. stated he spoke with Dan Clarke and a Kaestle-Boos consultant report is being worked on to look at all the school building facilities. The report will then go to the Building Committee and to Dave U. when completed. Dave reported he and Lynn Stevens were trained on software for reporting maintenance items. It will then be submitted to Facilities Director, Dan Clarke. Items will now be tracked for maintenance requests. Dave stated the pool shower room oil fired hot water heater is currently not working. Mr. Clarke stated he received an estimate from Edgerton Heating for a new shower hot water heater. An estimated fee was given of $2000.00 to replace the old oil fired water heater with a new electric water heater. In the interim of being replaced a technician will be brought in on Saturday and Sunday to check it. Dave J. praised BOE Chairman Ellen Uzenoff who took leadership on this issue. Dave U. added Ellen brought this to the right authority and took action to follow through. Pat asked how the areas are getting cleaned now due to a recent virus issue or do we have provisions for cleaning the pool area. Dave U. stated we have not made any changes since this issue has come out. The cleaning service is still cleaning the area and disinfecting with the shower area. Bob asked about the recovery rate and economy of the proposed electric heater. Dave U. reported he spoke with Mr. Clarke who stated this will be

separate from the school water heater and feels this is an inexpensive problem to repair. Dave U. will follow up with calling Mr. Clarke about the electric hot water heater issues.

07-33. Dave U. spoke with soil scientist Dr. Dest on advice for the Independent consultant management plan for the fields. Additionally Carl spoke with Steve Radcliff from the University of Ct. Dave distributed a summary of his conversation with Dr. Dest and his field recommendations for the town. Dr. Dest anticipated a 2 – 3 day initial evaluation then coming out to evaluate the fields once each season for a total of three additional visits. He estimated this would cost $11,000.00 per year for his services at $200.00 per hour. Dave U. suggested we should continue what we are doing now which we are making progress as we go based upon experience over the past few years. He feels each season will improve and we will have a good idea what works best for our facilities. Dave spoke with Weston Soccer President, Phil Shaner who stated he is pleased with how things are progressing on the fields at MFP.

Nancy stated everyone in the surrounding towns close with rain. She commented fields #1 and 2 look better. We have a new contract cycle this year and will add $30,000.00 for drinking water quality plan. He reported the field maintenance budget will increase and asked if the WPRC wants a separate line item for an independent turf consultant. Carlos stated we have had the best conditions since we put water down having very little rain and no frost in the fall. If we get a frost the lawn goes dormant and if we get very hot weather the lawn goes dormant. Carlos asked about the total field maintenance budget. Dave stated it is just over $200,000. Nancy stated we don’t see the financial necessity on this now. The Commission discussed the consultant fee and how the commissioners are not experts in this field. Carl suggested go to the Environmental control and we need someone to let us know if we are doing things correct as far as pesticides go. He would like someone knowledgeable to let us know. Bob stated how would like to remind the Commission to make a recommendation it goes to the Selectman, the Board of Selectmen and then to the Board of Finance. Dave J. stated at some point the users may come to us with complaints of the fields but we are not speaking from expertise now but if we get professional advice we can use this knowledge from the expert to help communicate with the users. Dave U stated he has had soil testing done by independent companies and had soil tested at MFP at an estimated fee of $1500.00. The motion which had been filed and passed at the meeting 5 – 1 and related to hiring an independent consultant has been declined. This is done in order not to recreate the motion and will be revisited at the December meeting.

07-35. Carl called the Univ. of Ct. who referred him to speak with Dr. Dest.

07-41. Carl stated a new statute is in effect October 1, 2007 and Commissioner of Environmental Protection will set plans for pest control management facilities at school grounds. He stated Dr. Dest would be helpful in implementing our plan in light of the state’s statue. Dave J. asked if we can stop using pesticides at schools. Dave U. reported as of July 8^{th it has been stopped at the E.S., M.S. and the H.S. would have to stop. Carl stated we need someone}

knowledgeable to advise us and use it correctly. Dave J. stated we need to investigate this further. Dave U. stated all our fertilizers have been organic. He stated if a fertilizer has an EPA registration number it can not be used on the school fields or parks. Carl stated he would like to have someone discuss this issue with Dave U. and let us know what we can and can not be doing. He suggested Rob Blick Director of Redding Parks & Recreation is very knowledgeable. Dave U. stated he will look further into the pesticides law on school property.

b) Independent Consultant on turf quality: see above

c) Field maintenance bid discussion: Dave U. stated he posted an invitation for a request for proposals for landscaping and grounds keeping of athletic fields for fiscal years ‘08-’10. This bid was sent to four local newspapers. Bid packets were made up with six companies responding. One bid was received from Steck’s Nursery who has the current contract. Dave reported this is a competitive bid on the Town Hall, parks and athletic fields. If the bid is not out of line it can be considered. The bids are separate by each field area. Dave U. stated if we take a field out of service can we take it out of the contract. A bid was asked for the Town Hall, Keene Park, Old P.O., Library and the Jarvis House. The Commission questioned this proposal. Dave U. stated this is up for a discussion with the Town Administrator and the First Selectman. Dave stated he has requested a quote for the grounds maintenance of the property at Jarvis House which is currently being done by Reliable Landscaping. Carlos stated Dave should determine what he needs and put it in the budget and what the costs will be. Dave J. questioned the proposal and the in house maintenance grounds keeper. Dave U. suggested not have Steck’s maintain the Town Hall and keep the proposal as is. The bid from Steck’s is consistent with what the current contract is and coming in with a 3% cost of living increase. Dave J. asked if the Old P.O., Town Hall and Keene Park could be taken out. Dave U. stated he has 1 ½ men doing the field maintenance jobs. Next month will be review of the proposed budget on Dec. 10^{th. Dave J. asked if we are getting good value for our money or should we bring back the in house maintenance department. Dave U. stated he has sent specs out to various towns who also want to sub out to contractors. Carlos asked Dave U. if the current package is comparable to what was submitted. Dave U. stated he will put the $11,000 for an independent consultant in the proposed budget this year. Carlos asked about the Budget Review Schedule 08-09. Dave J. stated the proposed budget will be reviewed at next month’s meeting.}

d) Other unfinished business: none

5) Reports of standing committees and resulting motions:

a) Administrative Committee: none

b) Aquatics Committee: Dave U. reported the pond area at BSP has been closed for the season but the playground is open year round. The gate at the front entrance is open daily and there is not a gate at the rear of the parking lot near the playground. Dave stated the playground area has a good turnout with consistent residents using the new playground. Dave commented he has been speaking with Corey Attra on the Phase 2 portion of the WPP playground at BSP. Dave U. emailed Melanie Mendelson for an update on this for next year. Dave explained part of Phase 2 is an improved service entrance which is needed for maintenance. Bob questioned where the WPP budget is flowing through. Dave U. stated it is on one open purchase order and when the town reaches $75,000 the State will match it for the STEAP grant. The Commission questioned when monies are not being spent will the purchase order get closed out.

Dave J. suggested Dave U. speak with the Finance Director and Town Administrator on the control of the budget for Phase 2 of the Weston Park Project playground.

c) Fields Committee: Bob asked about the drainage issue on Revson field. Dave U. reported the slicing process looks good. He reported the outfields do not look like they are holding water but the infields are still wet. He suggested this needs to be done two more times and at some point we may need to do a curtain drain. The infields need to be leveled and made playable. The fields will need to have the soil amended so they are more porous. Dave U. stated the irrigation system lines are getting blown out and pumps are getting winterized at BSP. Bob asked if we had an issue with frost with the irrigation system lines. Dave J. stated the construction for the new dugouts at BSP will be starting soon. Weston resident Mike DeMattio will be heading this.

d) Programs Committee: Dave U. reported the basketball registration will begin this week. The flyers were distributed through the schools. The winter swim sessions and the ski registrations will be starting soon which both are very popular programs. Bob stated he would like to see more information such as comparable numbers to last year. Carlos stated he would like three program reports to see each year for the fall, winter and spring programs.

e) Parks Committee: Dave J. asked if Keene Park stays open year round.

6) New Business:

a) Budget review Schedule 2008-09: see above

b) Other new business: none

7) Correspondence: Dave J. reported on the letter from Interim Superintendent of Schools John Reid regarding the M.S field. See attached letter.

8) Announcements: Dave J. stated how good it is to have Pat at the meeting and feeling well. Carlos stated the Aspetuck Wildcats donated portable lighting units for the stadium field at the High School for a football game. He stated the lights were put on under the direction of Mark Berkowitz. The lights were on wheels and put on the edge of the turf. Dave U. will speak with Mark Berkowitz regarding the temporary lighting at the H.S. football game and find out who approved the usage and why the WPRC were not consulted. Dave will also ask if Field Turf was consulted as to if the turf would be affected by the weight of the temporary lighting.

9) Adjournment: Dave J. moved to adjourn the meeting at 9:56 p.m. All in favor 5-0. Pat Kane was absent time of adjournment.

Respectively submitted,

Gloria Sundlof

Adm. Asst.