Town of Stoddard, NH

Members Attending: Chairman Dick Briere, Vice Chair Amy Rokoszak, Penny Betz, Arnie Stymest, Harry Power, George Preston.

Public in attendance: Mr. Ed Rogers, a bidder.

The purpose of the meeting was to open the bids for surveying seven (7) townowned properties.

The meeting was called to order by Chairman Dick Briere at 12:00 PM.

There were a total of nine (9) bids that were opened, and read by George Preston. The bidders were from various areas of the state and one from
Vermont. The bid amounts ranged from $8,850.00 to $24,500.00.

One other bid came in at 12:15 PM by fax to the Administrative Assistant’s office and was not accepted as it did not arrive prior to the bid closing time.

It was voted to review and research the four (4) lowest bids and to discuss these at the next committee meeting on March 12 at 7:00 PM at the Town Hall.

The meeting adjourned at 12:30 PM.

Respectfully submitted:
Dick Briere, Chairman

 

 

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 27^th) 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 3^rd 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:

 

___________________________

Sandy Holland, Secretary

 

 

Building Committee, Town of Stoddard

Minutes for Meeting Convened February 14, 2009

Stoddard Town Hall

9:30 AM

 

 

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, Liz and Patrick (KSC architectural students), Michael Halliday and Phil Mathewson (Mathewson Co.)

 

The meeting was called to order by Chairman Dick Briere at 9:30 AM. 

 

Michael Halliday and Phil Mathewson were invited to share with the Committee any new ideas they had for cutting costs for installing parking spaces on the Gould House property.  They stated that they adjusted the grading until they were able to eliminate one catch basin, which brought the price down significantly.  The presented a proposal (see attached) with Options A and B and recommended Option B, which eliminates a number of unknowns and provides for more straightforward work.  They said the optimum time to do this work is right now.  Otherwise, it would be best to wait until June or July.  Weather dependent, they can accomplish the work in 14 days.

 

Arnie Stymest moved and Harry Power seconded that Mathewson’s proposal be presented to the Selectmen Monday, February 16, 2009, with a recommendation that they be awarded the contract to proceed with installation of the parking spaces.  David Vaillancourt stated that he felt we should wait until any future use of the Gould House was determined to discover whether or not we needed parking there.  Others argued that parking for the town hall is desperately needed to get cars off the street.  George Preston stated that he is still looking for a more holistic approach and would like to see a side-by-side comparison of what it would cost to renovate the Gould House and what it would cost to build new on the Cahill donated property.   Seven voted for, one against, one abstained.  Mr. Mathewson was requested to send a representative to the selectmen’s meeting in the event there were additional questions.

 

George Preston noted two changes to the Survey RFQ – he has added a requirement for a recordable plat for the Registry to be provided, and added back in the library property, restoring the list of properties to seven.  The Friends of the Library do not have the funds to pay for the survey at this time.  George noted that when he discussed with surveyors the idea of each property being quoted separately, all said that it would be costlier to do that.  The RFQ will be submitted as a package price for all.  Based on quotes provided, it may be possible or necessary to negotiate out one or more properties.  Sandy Holland moved, Amy Rokoszak seconded that the RFQ be amended based on this discussion.  Motion carried.

 

George added a reminder that the bid opening must occur in a posted public meeting and that a quorum (six members) must be present.  Six members and one alternate were secured.  The bid opening will occur on Friday, February 27, 2009 at 12:00 Noon, Town Hall.

 

Amy Rokoszak provided a schedule of KSC architectural classes for the near future:  February 24, March 12 & 31, and April 14.  Classes are from 12 – 1:00 PM.

 

Harry Power noted that the Committee needs to start focusing on maintenance for town-owned buildings and the feasibility of a new project.  He stated that we should get an estimate for sill work on the old fire station.  Lou GrandPré offered that he was willing to make a list of repairs and restorations he would recommend for the Town Hall. His offer was accepted and appreciated.

 

Dick Briere noted that we need to establish sub-committees to focus on the maintenance and other needs.  It was also noted that an article for the 2009 warrant is being prepared to ask the townspeople for authorization to continue the Building Committee. 

 

George Preston asked whether it is possible to get estimates for work that are above reproach.  Sandy Holland stated that it is, but this Committee does not have the expertise to write the requests sufficiently that quotes will always be apples to apples.  George stated that we have drawings from Aho (for a town office center/fire station), and it would be great to just put a cost to that.  Sandy Holland stated that the Town did not contract with Aho for the drawings as not even a footprint for a building had been determined.  Before we could get a final cost for new construction, we would have to spend $25,000 - $55,000 on the drawings on which to seek quotes.  Also, per Mr. Aho in a meeting with the selectmen, we would need to perform an engineering feasibility study on the property which would run between $30,000 and $50,000.  Some discussion centered on whether it is possible to have the townspeople vote on where they want town offices to be with a suggestion to have it actually be a ballot item.

 

The next Building Committee meetings are scheduled for Thursday, February 12, 2009, and Thursday, February 26, 2009, at 7 PM at Town Hall.

 

Harry Power moved, and Amy Rokoszak seconded to adjourn.  Motion carried and meeting adjourned at 10:55 AM. 

 

Respectfully submitted:

 

__________________________

Sandy Holland, Secretary

 

 

Building Committee, Town of Stoddard

Minutes for Meeting Convened February 4, 2009

Stoddard Town Hall

9:00 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 9 PM. 

 

The following question had been submitted to the Local Government Center for advice on how to proceed with the procurement process for parking lot installation at the Gould House: 

 

            “The Bldg Comm requested bids for a proposed parking lot, and when they came in the costs were far greater than expected. I did speak with your office to ask the procedure for speaking to individual bidders for suggestions to lower costs. As instructed we made a motion to reject all bids at our published meeting with a quorum voting in the affirmative. We then spoke to the lowest and the third lowest bidder to garner their ideas on how the project could be more cost effective. The meeting was open to the public. The Town of Stoddard does not have a Procurement Policy. Please advise what our next step should be. We are making changes to the original bid proposal. Do we have to go out for a re-bid with the original bidders? Can we just award the amended bid to the contractor of our choice? The lowest bidder will not re-bid per our discussion on Friday Jan 16.”

 

Response from LGC counsel is excerpted below:

 

            “There is no requirement under our statutes for a municipality to award a contract using the competitive bidding process unless the contract is with an elected official. In the earlier set of proposals, you did elect to use the competitive bidding process. Bids were received and none of them were acceptable. The earlier advice was designed to completely close out the original process, with no contract awarded to any person. Therefore, everyone was treated fairly, and everyone received the same information

 

            Now the town is back to where it started. There is a desire to obtain a new parking lot, and there is an appropriation in place to accomplish the work. If you decide to use the competitive bidding process again, you can change the specifications. You can send a bid package to the same original set of potential bidders, or you can send it out more widely. Based upon your discussion with the previous bidders, you may have learned what aspects of the original package caused the costs to go beyond the available resources, and you can make these changes.

 

            Again, you are not required by statute to use the competitive bidding process. It is possible to negotiate with a single vendor to try to obtain what you need within the available resources.”

 

 

Based on this response Amy Rokoszak moved and Penny Betz seconded to resume discussions with Mathewson, inviting them to attend our next regular meeting scheduled for February 12, 2009.  Motion carried unanimously. 

 

We must determine the extent of work that can be done within the remaining budget.  The selectmen have debited the budget by $67.77 for electricity, $325 for an appraisal, $620 for an inspection, $342 for legal expenses, and $575.80 to drain and winterize the house ($1,930.57).  The Building Committee has spent $2,700 for plans/specifications and $73.50 for copies of plans and the RFP. 

 

Harry Power distributed a copy of his findings from interviewing town employees regarding office work and storage space requirements. 

 

Prepared by Amy Kraemer, librarian, we were also provided a two-page summary of the current library and what would be ideal for a new facility.

 

Amy Rokoszak reported that the KSC architectural school students came to visit the Gould House and Library on Tuesday (02/03/2009) and will be returning on Saturday February 7^th at 10:00 AM to take pictures and do measurements.  Several members of the committee indicated they would be on hand. 

 

Members were asked to indicate whether they would be able to serve another year or more on the Building Committee.  Positive responses were received by all in attendance except George Preston who indicated he cannot make that commitment at this time.  The committee will author a warrant article for Town Meeting 2009 to see if the voters will approve continuance of the committee for an indefinite period. 

 

The next Building Committee meetings are scheduled for Thursday, February 12, 2009, and Thursday, February 26, 2009, at 7 PM at Town Hall.

 

The meeting was adjourned at 9:31 PM. 

 

 

Respectfully submitted:

 

__________________________

Sandy Holland, Secretary