Town of Stoddard, NH

Building Committee, Town of Stoddard

Minutes for Meeting Convened January 27, 2009

Stoddard Town Hall

5:00 PM

Members Attending:  Chairman Dick Briere, Vice Chair Amy Rokoszak, Penny Betz, Sandy Holland, P. J. Lamothe, Harry Power, George Preston, and Arnie Stymest  

Absent:  Alan Rumrill, David Vaillancourt

The meeting was called to order by Chairman Dick Briere at 5 PM. 

This meeting was primarily scheduled to discuss the LGC response to our question regarding the procurement process for the parking lot at the Gould House now that all bids have been rejected.  Since that response had not been received, Amy Rokoszak and Penny Betz were asked to give a report on their visit to the architectural school class at Keene State College.  John Halter and Amy Kraemer also attended the presentation. 

The class was 35 – 40 students.  A total of four projects were being presented to them, including ours for redesign of the Gould House and design of a Library.  Those who choose to work on our project will look into ADA and all mechanical elements of the building, as well as taking into account traffic flow and any special requirements identified by the users.  We will be provided with two to three ideas / plans for each building.  Penny reported that the Library has decided that instead of adding onto the current building, because it has so many problems including asbestos in the ceiling and a furnace that could be dangerous, they are pursuing a new building on the same site, but retaining as much of the charm and comfort as possible of the current main Library room.  Amy said they asked, for the Gould House, that only the first floor be considered for renovations but ideas were welcomed on connecting the Gould House to the Town Hall.  Amy will provide the students’ schedules as they come available and Committee members are urged to attend whenever possible.  The students plan to come to Stoddard as soon as schedules and weather allow, but not later than next week.  Whatever plans or information that is provided to us will be shared with and vetted by other boards and committees as appropriate.  If possible, members of the architectural teams could make a presentation at Town Meeting.  The date of Town Meeting and the school year end date may coincide too closely for that to happen, but the idea is being pursued.

The Friends of the Library have determined that they would like to pay for the survey of the Library property.  The Building Committee agreed to remove that property from the list of seven we intend to present at Town Meeting.  George Preston asked whether we should add in the next property on the prioritized list, which is the Transfer Station, to keep the list at seven properties.  Arnie Stymest produced the deed for the transfer station property and it was determined the property could sell, if desired, without a survey.  Following discussion, it was agreed that we would leave the list at six properties. 

Harry Power said that he has interviewed the Town Clerk, the Treasurer, the Tax Collector, and was scheduled to interview the Town Administrative Assistant the following day (January 28^th) re their requirements and suggestions for work space and storage for their specific duties.  When the final interview is conducted, he will compile the data and share with the Committee. 

A reminder was given that there is a joint meeting of the Select Board, Capital Improvements Plan Committee, Financial Advisory Committee and Building Committee scheduled for Wednesday, February 4, 2009, 7 PM at Town Hall.

The next Building Committee meetings are scheduled for Thursday, February 5, 2009, and Thursday, February 12, 2009, at 7 PM at Town Hall.

Amy Rokoszak moved, Sandy Holland seconded, that the meeting be adjourned.  Meeting adjourned at 6:15 PM. 

Respectfully submitted:

___________________________

Sandy Holland, Secretary

Building Committee, Town of Stoddard

Minutes for Meeting Convened January 27, 2009

Stoddard Town Hall

5:00 PM

Members Attending:  Chairman Dick Briere, Vice Chair Amy Rokoszak, Penny Betz, Sandy Holland, P. J. Lamothe, Harry Power, George Preston, and Arnie Stymest  

Absent:  Alan Rumrill, David Vaillancourt

The meeting was called to order by Chairman Dick Briere at 5 PM. 

This meeting was primarily scheduled to discuss the LGC response to our question regarding the procurement process for the parking lot at the Gould House now that all bids have been rejected.  Since that response had not been received, Amy Rokoszak and Penny Betz were asked to give a report on their visit to the architectural school class at Keene State College.  John Halter and Amy Kraemer also attended the presentation. 

The class was 35 – 40 students.  A total of four projects were being presented to them, including ours for redesign of the Gould House and design of a Library.  Those who choose to work on our project will look into ADA and all mechanical elements of the building, as well as taking into account traffic flow and any special requirements identified by the users.  We will be provided with two to three ideas / plans for each building.  Penny reported that the Library has decided that instead of adding onto the current building, because it has so many problems including asbestos in the ceiling and a furnace that could be dangerous, they are pursuing a new building on the same site, but retaining as much of the charm and comfort as possible of the current main Library room.  Amy said they asked, for the Gould House, that only the first floor be considered for renovations but ideas were welcomed on connecting the Gould House to the Town Hall.  Amy will provide the students’ schedules as they come available and Committee members are urged to attend whenever possible.  The students plan to come to Stoddard as soon as schedules and weather allow, but not later than next week.  Whatever plans or information that is provided to us will be shared with and vetted by other boards and committees as appropriate.  If possible, members of the architectural teams could make a presentation at Town Meeting.  The date of Town Meeting and the school year end date may coincide too closely for that to happen, but the idea is being pursued.

The Friends of the Library have determined that they would like to pay for the survey of the Library property.  The Building Committee agreed to remove that property from the list of seven we intend to present at Town Meeting.  George Preston asked whether we should add in the next property on the prioritized list, which is the Transfer Station, to keep the list at seven properties.  Arnie Stymest produced the deed for the transfer station property and it was determined the property could sell, if desired, without a survey.  Following discussion, it was agreed that we would leave the list at six properties. 

Harry Power said that he has interviewed the Town Clerk, the Treasurer, the Tax Collector, and was scheduled to interview the Town Administrative Assistant the following day (January 28^th) re their requirements and suggestions for work space and storage for their specific duties.  When the final interview is conducted, he will compile the data and share with the Committee. 

A reminder was given that there is a joint meeting of the Select Board, Capital Improvements Plan Committee, Financial Advisory Committee and Building Committee scheduled for Wednesday, February 4, 2009, 7 PM at Town Hall.

The next Building Committee meetings are scheduled for Thursday, February 5, 2009, and Thursday, February 12, 2009, at 7 PM at Town Hall.

Amy Rokoszak moved, Sandy Holland seconded, that the meeting be adjourned.  Meeting adjourned at 6:15 PM. 

Respectfully submitted:

___________________________

Sandy Holland, Secretary

Building Committee, Town of Stoddard

Minutes for Meeting Convened January 22, 2009

Stoddard Town Hall

7:00 PM

Members Attending:  Chairman Dick Briere, Vice Chair Amy Rokoszak, Penny Betz, Sandy Holland, P. J. Lamothe, Harry Power, George Preston, Arnie Stymest and David Vaillancourt

Absent:  Alan Rumrill

Also in attendance:  Lou GrandPré, Dale Smith

The meeting was called to order by Chairman Dick Briere at 7 PM.  The Committee approved the minutes of the January 16, 2009 meeting with a request to provide more complete information regarding the second bidder interviewed:  Dennis Thompson of Northern New England Field Services (NNEFS).

The first area of discussion focused on the results of meeting with the two contractors determined to be the most desirable bidders, Mathewson and NNEFS.  During those follow-on interviews, it was discovered by those in attendance that Mathewson is prepared to be flexible and willing to negotiate while NNEFS stated they would not be interested in rebidding should the scope of work be changed.  Mathewson also stated that if they do harm to either of the septic systems, they would correct any problem they create while NNEFS indicated it would be the town’s problem.  Mathewson also has technology for determining where the existing septic systems are while NNEFS does not.  Other measures to reduce cost were discussed including omitting a six-inch layer of fine top gravel ($10,000) during the initial installation of parking, leaving that to be done at a later day when there is more money to work with. 

Phil Mathewson reported that Meridien would revise the plans to change drainage as currently depicted to eliminate the retention basin and create other suggested drainage relief for $200.00.  

The Committee has requested a determination from the Local Government Center (LGC) as to whether the work must go out for rebidding or whether it can be awarded to Mathewson if we can complete successful negotiations with them.  The rebidding process could cost up to $300.  Note that both contractors indicated it would be best to do the work either February/March or June to avoid mud season.  Excepting very bad weather, the work can be accomplished in two weeks.

George Preston stated that he doesn’t want to see the good trees destroyed and is somewhat ambivalent about the design we ended up with.  He wondered if we are getting into something too overwhelming and suggested we do more work and get an entire package together, including a final price tag, for presentation to the town at Town Meeting.

Based on the LGC response a special meeting for 5 PM, Tuesday, January 27 has been posted.  A quorum will be required for this meeting to carry through with the LGC directive. 

George Preston reported on progress to date on the proposal to procure survey services to establish boundary lines for seven town-owned properties.  He met with the Board of Selectmen, received several suggestions on wording, and felt there was general support from the board to proceed.  George has some reservations about putting out to bid a project where we do not have deeds for three of the seven properties.  The Cheshire County Registry advised him that we must have either the deed or the name of the Grantor and the date of the grant.  The properties are Center Pond, Highland Lake at Route 123 North and Island Pond.  Several members of the Committee stated they might have information or be able to find information that would be helpful.  George cautioned that anecdotal information would not be sufficient. 

George also mentioned that perhaps we should look into the feasibility of publicly posting/declaring town ownership of the properties, giving assumed boundaries (we have boundaries of adjoining properties), and noticing that interested parties had until a date certain to challenge the ownership.  Harry Power noted that the town definitely has had a 20-year prescriptive easement (the minimum by NH law for establishing adverse possession).

The current timeline to pursue the bidding process for survey services is to post the bids February 2, 2009 with bids due February 27, 2009; interviews with bidders would be conducted February 9 -13, 2009, conditional award of contract March 16, 2009 (contingent on funds being appropriated at Town Meeting May 19, 2009), and funds released July 1, 2009.  Because of the tremendous amount of time invested by George and others to research these properties, it is anticipated all seven can be surveyed for something less than $12,000, more likely to be in the $9,000 - $10,000 range.

Penny Betz spoke with Donna Paley, Assistant Professor of Architecture at Keene State College earlier this date.  She and Peter Temple, Associate Professor of Architecture will be heading up this effort with the KSC School of Architecture students.  Two to three teams of three students each are being assigned to our projects.  Each team will study and prepare design elements for both the Gould House and the Library.  Amy Rokoszak and Penny Betz will attend the architecture students’ class on Tuesday January 27 to make a presentation.  The teams will then perform a site visit, take measurements and photos, etc and subsequently prepare an outline for presentation to their professors and classmates.  Penny, Amy and other interested committee members will be attending bi-weekly classes at KSC to monitor their progress. The Building Committee will receive schematic drawings of their final product. 

The next regularly scheduled meeting of the Building Committee is February 5, 2009, 7 PM at Town Hall.

Harry Power moved to adjourn, Amy Rokoszak seconded, and the meeting adjourned at 8:15 PM.

Respectfully submitted:

__________________________

Sandy Holland, Secretary

Building Committee Minutes

Town of Stoddard

Friday January 16, 2009

Meeting was called to order at 9:30am by Dick Briere. Amy Rokoszak reported that the LGC (Local Government Center) advised that we had to have a vote to reject any and all bids on the parking lot prior to speaking with any of the bidders. A motion was made by Amy Rokoszak and seconded by Harry Power to "Reject all and any bids received for the parking area behind the Gould House and Town Hall as received on December 30, 2008". The vote was unanimous. Members present were: Penny Betz, Dick Briere, Sandy Holland, Harry Power, Amy Rokoszak, Arnie Stymest and David Vaillancourt. A quorum of the Building Committee was present for the vote.

After voting we met with Phil Mathewson from Mathewson and Company and discussed at length ways to lower the cost of the project. Items under consideration included relocation of drainage areas. Conversation also centered on the two septic systems and what measures would be put in place to avoid any damage to them.

After completing our discussions with Mr. Mathewson we met with Northern New England and asked many of the same questions that we had directed to Mr. Matheson, i.e. equipment, subcontractors, design changes, etc.

The meeting was adjourned at 12:45PM. Amy Rokoszak made the adjournment motion and Arnie Stymest seconded.