Town of Stoddard, NH

Building Committee, Town of Stoddard

Minutes for Meeting Convened April 23, 2009

Stoddard Town Hall

7:00 PM

Members Attending:  Chairman Dick Briere, Vice Chair Amy Rokoszak, Penny Betz, Harry Power and Sandy Holland

Absent:  David Vaillancourt, PJ Lamothe, Alan Rumrill and Arnie Stymest

Due to the prior resignation of George Preston, five members present constituted a quorum.

Public in attendance:  none

Chairman Briere called the meeting to order at 7:18 PM.

Amy Rokoszak reported that she had three quotes for installation of temporary lighting for the parking area behind the Gould House and Town Hall.  Until the electrical service is upgraded at both the Gould House and Town Hall, permanent lighting cannot be installed.  Dean Huber’s quote for $445 was the lowest.  The Committee voted unanimously to award him the work.  Amy will call him to confirm his interest.  It is hoped that the lighting will be complete by April 30^th for the Meet the Candidates Forum being sponsored at the Town Hall by the Library.  The unsuccessful bidders for this project were Tattersall and Chris Cote. 

Dick Briere has talked with Michael Halliday from Mathewson about doing the final work to clean up the parking area, removal of stumps, brush, etc.  The work could begin as early as Monday, April 27^th.  Dick also reported that the Garden Club has $215 remaining from the $500 given to them by the voters at the 2008 Town Meeting.  They would like to use it and their own labor to install shrubbery and plantings on the embankment behind the parking area.  The Committee voted unanimously to gratefully accept their assistance.  Committee members will also volunteer time and effort to work on landscaping and enhancements for the site.  Harry Power said that his backhoe could be used for one day.  Items such as hoses and sprinklers will need to be purchased. 

It was discussed again that if the Building Committee is approved by voters, we will submit a joint letter of interest to the moderator as well as individual requests to be reappointed. 

The Committee unanimously approved a request by Amy to purchase six $25 gift cards from Target to give to the KSC students in appreciation for their efforts in developing plans for the Gould House and the Library. 

Harry Power spoke with Joan Read, Town Clerk, to learn whether she intends to run for office in 2010.  She feels that she will not.  The State issued two waivers to the building (for the office in the basement of her home) so it may be possible to continue using the office and storage space beyond 2010 elections, if necessary, and if a rental agreement can be worked out satisfactorily between the Town and Mrs. Read. 

The Committee was unsure of the remaining fund balances in the Gould House and Committee accounts.  The exact numbers will be requested.  A final payment to Mathewson is due when the last work is accomplished.

The next Building Committee meeting will be May 7^th at 7 PM at Town Hall.  Penny Betz noted that she will be unable to attend due to a prior business commitment. 

Meeting adjourned at 8:35 PM.

Respectfully submitted:

__________________________

Sandy Holland, Secretary

Building Committee, Town of Stoddard

Minutes for Meeting Convened April 14, 2009

Stoddard Town Hall

7:00 PM

Members Attending:  Chairman Dick Briere, Vice Chair Amy Rokoszak, Penny Betz, Arnie Stymest, Alan Rumrill, Sandy Holland and Harry Power

Absent:  David Vaillancourt and PJ Lamothe

Resigned:  George Preston

Public in attendance:  none

Chairman Briere called the meeting to order at 7:08 PM.

It was noted that George Preston has announced publicly that he was resigning from the Building Committee and that he would provide a letter of resignation to the Moderator to formalize his decision.  George has been an enormous asset to the Committee and we are sorry to lose him. 

Penny Betz brought plans from the KSC architectural students depicting renovations to the Gould House and an addition to the existing library, as well as plans for a new library.  There are minor problems with the plans which will be easily resolved.  Dick Briere will take these plans to a couple of contractors on Thursday, April 16^th.  Based on two comments at the recent budget hearing, he will also discuss with the contractors some generalities re new construction, attempting to get a ball park cost to be used as a comparison to the cost of completing renovations to the Gould House.  By necessity, any information will be somewhat vague as the engineering feasibility assessment was never completed for the Cahill donated property.  We don’t know where a building might be sited, what its footprint might be, whether a basement for storage is possible or the structure may need to be two-story or have a larger footprint to account for storage/files.  What we do know is that some of the amenities we already have with the Gould House (septic, parking, plumbing, heat, working though inadequate electrical, well, etc) will have to be installed as well as the excavation and construction for a new structure.

It was noted that we have been pursuing renovations at the Gould House with some urgency based on the assumption that our current Town Clerk was retiring in 2010, but it may be that she will not.  Harry Power said that he would have a conversation with Mrs. Read to determine if we still do have the urgency to complete offices before next year’s elections.

Quotes from four electricians were compared.  Only one quoted a firm price for upgrades to the town hall; the others quoted time and materials stating the unknowns made it impossible for them to provide firm prices.  Further discussion and consultation with the electricians will be necessary before a decision for recommendation can be reached.  Dick Briere will do a visual inspection of the overhead of the town hall on Wednesday, April 15^th, which may facilitate those follow-on discussions. 

It was noted that Mathewson cannot finish the parking lot work until the road restrictions are lifted.  It may be possible to get a waiver from David Vaillancourt if the conditions appear sufficiently improved before the restrictions are lifted by the State. 

Dick Briere said that he had talked with John Halter about volunteerism and whether that would be an insurance/liability issue for the town if we had people performing certain physical labors.  Any purpose for the volunteerism should be put into writing and provided to the Board of Selectmen.  John said that he would check with the insurance provider.

Dick Briere offered to prepare a document listing all our names, which we will each sign, to provide to the Town Moderator following the Town Meeting if the Building Committee is voted up again.  It will state that we are willing to be reappointed should the Moderator determine that is the proper course of action.  We feel that the experience and knowledge we have gained over the past few months is too valuable to lose at this stage of the game. 

The Town Hall has been placed on the NH Historical Register.  POSH and the Historical Society are hosting a rededication of the Town Hall due to having received this designation for it.  This will be May 17^th from 3 – 5 PM at the Town Hall.  The Building Committee will have plans for the Gould House and Library on display during this event.

Dick Briere read an email from John Halter extending an invitation to dine at KSC to enjoy dishes prepared from all-local products.  Some members indicated they are planning to attend.

The next Building Committee meetings will be April 23^rd and May 7^th at 7 PM at Town Hall. 

Meeting adjourned at 8:45 PM.

Respectfully submitted:

___________________________

Sandy Holland, Secretary

Building Committee, Town of Stoddard

Minutes for Meeting Convened April 2, 2009

Stoddard Town Hall

7:00 PM

Members Attending:  Chairman Dick Briere, Vice Chair Amy Rokoszak, Penny Betz, Arnie Stymest, David Vaillancourt , Sandy Holland, Harry Power, and PJ Lamothe

Absent:  George Preston and Alan Rumrill

Public in attendance:  none

Chairman Briere called the meeting to order at 7:01 PM.

Chairman Briere reported that he met with Chris Hamblett of Hamblett Electric to discuss lighting for the new parking area and electrical upgrades for the Town Hall.  Mr. Hamblett provided a quote with recommendations/options for upgrades and lighting.  It was reported that on Friday, April 3^rd, several members of the Building Committee would be meeting at the Town Hall with additional electricians who would be asked for their recommendations and proposals for Town Hall and Gould House electrical and parking area lighting.

Chairman Briere summarized the findings of the research done on the surveyors and their proposals with a conclusion that the proposal provided by TF Moran was the most complete and inclusive and also the lowest bidder (the apparent low bidder’s base price did not include recording fees).  TF Moran’s references were excellent.  It was agreed that the Building Committee would recommend to the Board of Selectmen on April 6, 2009 that we include an article for the 2009 Warrant to raise and appropriate funds to obtain the survey work for seven town properties.  It was further agreed that we request the selectmen to award a conditional contract to TF Moran immediately following Town Meeting if the warrant article is passed.  All bidders were made aware that any contract awarded would be on the condition that payment would not be available for their services until July 1, 2009.

Amy Rokoszak noted that she was concerned the KSC students were not moving forward as quickly as she had hoped on plans for the Gould House.  It was also noted that the students had been somewhat distracted by people other than the building committee making requests.  It is planned so far that the “red room” (room on front left of house when facing it) will be left as it is and two offices will initially be established on the main floor.  ADA compliant entry, walkways, and bathroom will be installed.  Additional results should be available from the students the week of April 13^th. It is tentatively planned to make a presentation at the Library-sponsored Meet the Candidates event on April 30^th.  Additional presentation(s) of plans for the Gould House may be scheduled as well. 

The next meeting date is scheduled for Tuesday April 14^th at 7 PM when we will share space with the CIP Committee.  The 23^rd is marked as a tentative meeting date, and all Thursdays in May are temporarily reserved for meetings. 

Meeting adjourned at 8:20 PM.

Respectfully submitted:

__________________________

Sandy Holland, Secretary