Old Lyme Flood & Erosion Control Board
Meeting Minutes
September 21, 2009
The meeting was called to order at 5:00 PM by Chairman Steve Ross.
Present: Steve Ross, Todd Machnik, Dave Roberge – Ex-Officio Member
Absent: Bob Chapman, Gary Smith, Tim Griswold - Ex-Officio Member
Guests: List attached
1. Correspondence
Steve Ross reported that he had received an e-mail from Paul Capotosto (CT DEP) September 8, stating that they is moving forward with the COP (certificate of permission) from the state. This certificate will allow the channel cleaning. This work must be done between the months of December and February. Paul will keep Steve up-to-date as things progress.
2. Approval of July 20, 2009 meeting minutes
Due to the lack of a quorum, approval of the July 2009 minutes will be deferred until the October meeting.
3. Old Business
Sheffield Brook – Draft Request for Proposal (RFP)
Steve Ross mentioned that he had noticed that the drain pipe was clogged when he checked this week. Dave Roberge reported that the tide had taken care of it by washing it out. There are unusually high tides at this time and the drain becomes clogged with the incoming tide. The change of tides takes care of it, and the pipe will be monitored carefully each week.
Report on RFP: Steve reported that we had received nine bids ranging from $190,000 to $49,000 with some alternate pricing from bidders. Steve stated that he and Gary Smith had reviewed the bids and found that the discrepancies were related to the survey data. It was decided that Gary would draft a letter to the bidders including the criteria needed for a re-bid. Town attorney would review the letter, and upon final approval, send the letter to each bidder giving them the opportunity to re-bid. Steve stated that this should happen in a short amount of time. He said that without this step, it would have been impossible to select a firm.
Loretta Galetta (resident, OLS) mentioned that Old Colony Beach Association had a survey done years ago and asked if this survey could that be used for this project. Steve informed her that we have the survey and all documentation and maps provided to us from the beach associations and the town. All this material was made available to the bidders.
Steve stated that the letter to the bidders should go out this week, then re-bids will immediately go to the sub-committee for review. The sub-committee will then present to the FEC board and all interested parties from the beach associations for their thoughts. Gary Smith will also be talking with a couple of surveyors for advice. Steve did not think that the re-bid process would take long, when questioned by David Wheeler (resident, OLS) as to his concern of how long this could take. Steve assured all present that no decision would be made without the full agreement of the beach associations' representatives. Steve hopes for a full report from the sub-committee by the board's October meeting.
4. New Business
Paul Graml (president, OLS) heard that some project had begun involving Swan Brook. The members of the FEC Board replied that no project to their knowledge was going on in that area. Steve stated that the issue between Miami Beach and Hawks Nest regarding the recently re-built jetties was ongoing, but that the FEC Board was not involved in that matter.
5. Our next meeting will be on October 19, 2009 at 5:00 PM, town hall, second floor meeting room.
6. Adjournment
The meeting adjourned at 5:20 pm.
Respectfully Submitted,
Mary Ellen Garbarino
Clerk
Old Lyme Flood & Erosion Control Board
Guests Association
Charles Galetta 45 Sea Spray Road, OLS
Loretta Galetta 45 Sea Spray Road, OLS
Dave Wheeler 65 Sea Spray Road, OLS
Paul Graml OLS
Joe Wren Indigo Land Design (Sheffield Brook RFP)
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