Building Committee, Town of Stoddard
Minutes for Meeting Convened February 26, 2009
Stoddard Town Hall
7:00 PM
Members Attending: Chairman Dick Briere, Vice Chair Amy Rokoszak, Penny Betz, Sandy Holland, Harry Power, George Preston, Alan Rumrill, Arnie Stymest and David Vaillancourt
Excused: P. J. Lamothe
Public in attendance: Lou GrandPré, Dean Huber, and Dennis Carlisle
The meeting was called to order by Chairman Dick Briere at 7:00 PM.
The first area of discussion focused on lighting for the parking area adjacent to the Gould House and Town Hall. It was determined the Town Hall is not sufficiently wired (100 amps) to support its use for powering the lighting and that lighting will therefore have to come from the Gould House. The lot size is roughly 60 ft x 140 feet. Pole number and placement will depend, in part, on the type of lighting chosen. Harry Power suggested we employ poles with a colonial appearance to complement the building styles and ages, and also noted that we should be dark-sky compliant.
Dean Huber offered a discussion of lighting types, high pressure sodium (pink light) and halide (white light), minimum number of foot candles, and height of poles, etc. He said he could get a plan (proposal) for pole placement with recommendations of products etc. but that we would then be obligated to purchase the products from that vendor.
Amy Rokoszak noted that PSNH will send a technical representative to Stoddard to provide an evaluation and lighting plan at no cost and no obligation. PSNH has been requested to set up an appointment to do this and will notify Sandy Holland when a date and time have been set. George Preston asked whether we should address temporary lighting and Amy responded that PSNH can also do that. It was also noted that we should consider lighting for the proposed walkway between the two buildings. Amy moved and Arnie Stymest seconded that discussion on lighting be tabled until we have an opportunity to meet with PSNH. Motion carried with a unanimous vote.
Following some discussion whether electrical wiring conduit is being laid or has been laid by Mathewson, David Vaillancourt stated that it was in their proposal and it had been done that day.
George Preston asked about run-off. Dick Briere asked David Vaillancourt to explain about the drainage, which is directed to a ditch alongside Kings Highway and to a state basin down from the Gould House at Route 123.
It was noted that quotes for the survey work would be accepted and opened the following day (February 27th) at noon. Harry Power, Penny Betz, Arnie Stymest, George Preston, Amy Rokoszak and Dick Briere committed to being present, representing a quorum. George noted that he expected to receive a fair number of quotes.
Sub-committees for pursuing improved maintenance plans for each of the town buildings were discussed. It was determined that a starting place would be to research records for the past twenty years to discover what has been done, by whom, when, at what price and to what effect. Some maintenance will be as simple as taking preventive measures to remove wet and rotting leaves from the exterior foundations of buildings. Conversely, it was also noted that in the Town Hall there is a bucket catching water when it rains because the roof leaks over the selectmen’s office, and that two coffee pots cannot be plugged in on the same side of the main hall at the same time without tripping a circuit. Both of these corrections will require major work.
George Preston recommended that each building be provided with a three-ring binder and multiple copies of a maintenance log and document protectors so that accurate and current records could be maintained. Arnie Stymest noted that each department head should be responsible for the condition of his/her own building(s), reporting deficiencies as soon as discovered so that corrective action could be taken. It was also mentioned that it might be possible for the town custodian to note and report problems he encounters when he performs his duties. It was generally thought that each department should have a budget for performance of routine and ordinary maintenance.
Still under heavy consideration is a desire to raise the Town Hall and replace it on a basement foundation, redo the underpinnings, eliminate the pervasive dampness problems, and install new plumbing, heating and wiring to meet code, efficiency and safety standards. With all the recommendations made by a restoration architect, doing this work first will lay the groundwork for all other repairs needed without duplicating efforts or expense.
Overall, once maintenance plans are developed, it is the intent to consult with the CIP Committee to enlist their assistance in laying out a budget covering an extended length of time. There will be considerations given to routine (weekly, monthly, quarterly) maintenance, annual and more long-term maintenance. It was noted that April 6, 2009 is the last date to submit a petitioned article to the selectmen for inclusion in the 2009 Warrant.
Volunteers for sub-committees to conduct research and make recommendations are:
Alan Rumrill – Town Hall and Library
Amy Rokoszak – Town Hall and old fire station
Penny Betz – Library and Town Hall
David Vaillancourt – Police Station
George Preston – Old fire station
P. J. LaMothe will be consulted regarding fire station buildings
Dick Briere – Gazebo
Sandy Holland – will research appropriations based on town meeting minutes
Others will be determined when some of the early information starts to come in from initial efforts.
Amy Rokoszak reported that from the March 3rd class, the KSC students will have two weeks to come up with plans. The students are going to attempt to go to Unity to see the restored Chase Tavern as an example what can be done with vintage buildings.
Amy Rokoszak provided a copy of the warrant article to extend/continue the Building Committee. Sandy Holland noted that Evelyn Nadeau had authored one asking for appointment by the moderator, then election by staggered terms. Amy inquired whether you could have elections for an ad hoc committee. That question will be researched.
Dick Briere announced that the following morning there would be ten dump trucks filled with gravel standing ready to place geo-textile fabric and 18” of crushed gravel on the parking lot surface.
The next Building Committee meeting was scheduled for Thursday, March 5, 2009 which conflicts with the school budget vote. The next two meetings will then be March 12 and 26, 2009 at 7 PM at Town Hall.
Harry Power moved, and George Preston seconded to adjourn. Motion carried and meeting adjourned at 8:35 PM.
Respectfully submitted:
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Sandy Holland, Secretary