Building Committee Minutes
First Meeting of 2009 – 2010 Committee
7:00 PM July 16, 2009
Stoddard Town Hall
Members Present: Penny Betz, Dick Briere, Lou GrandPré, Sandy Holland, P.J. Lamothe, Harry Power, Amy Rokoszak, Alan Rumrill and David Vaillancourt
Attendees: Dick Betz, Arnie Stymest and Joe Van Schaick
The meeting was called to order at 7:02 PM by the former Chair, Dick Briere, calling for elections of a new Chair and Vice-Chair. Dick Briere was reelected Chair and Amy Rokoszak was reelected Vice-Chair without discussion or counter nominations.
The Chair’s opening summarized that little has changed since the Committee last met; we know plumbing and electrical systems still need work. Harry Power said he had met with Penney Plumbing to discuss the feasibility of one heating system for the Town Hall and Gould House joined by an underground line. The Chair remarked that the Committee is limited at this time to discussing mostly only absolute needs and we must continue to work with other boards, committees and town departments to prioritize those needs and work toward a way of meeting them. The Committee’s budget is $2,500; the Gould House budget is $5,000; and the budget for the Town Hall is $15,000 for the entire year.
The Chair ran through a list of some of those most basic needs and problems of the Town Hall:
1) Rubbish and debris underneath the building needs to be cleaned out
2) Some of the supporting joists have been cut away – recommend joist hangers or 8’ joist hangers to capture several
3) Rubble piers – some no longer provide support, a mason will have to correct
4) Window accesses need replacement to help provide ventilation
5) There is an armored cable down in water in the southwest corner of the building, but the plumber has corrected the leak from the kitchen sink drain
6) Regarding possibly raising the Town Hall, MacMillin stated that unless a new foundation is dug, creating usable space underneath the building, the building would probably never sit back down properly
7) Remove shed for oil tank – dismantle the shed and erect a simple protective roof overhead
8) Ensure drainage is adequate to keep moisture away from the base of the building
9) Wiring: some appears to be properly secured and run, but some is cobwebbed and “disorganized”; overall Town Hall wiring problems need correction and update from 100 amp service to 200 amp service for reasons of safety and utility
10) Windows need to be re-glazed; it’s possible some need to be replaced. Some companies “restore” windows
Harry Power stated that he wants to see progress and thinks what we need to do is finalize improvements to the Town Hall. Penny Betz mentioned the need for a handicapped restroom. Amy Rokoszak noted the need for an improved ramp and covered entryway. Harry Power said we need to get bids on replacing rotted clapboards. Amy Rokoszak stated the cupola and weathervane need to be restored. Penny Betz said there could be L-CHIP money for some of the items we’re discussing and quite likely the handicapped restroom would be one of them. A vapor barrier needs to be installed underneath but that can be black polyethylene.
Discussion ensued relative to a strategy for accomplishing at least most of the tasks outlined, with the Chair proposing that we each think about which contractor(s) might be interested in bidding on a “bundle” of tasks, i.e. cleaning out under Town Hall, hanging joists, installing a new ramp, dismantling the oil tank shed. Lou GrandPré asked why we wouldn’t take one contract to clean out under, another to do the ramp, etc. The logic would be that one contractor would subcontract out certain elements of the project, and then manage his subcontractors, making it easier on the Town to manage the overall project. Harry Power suggested that as long as a contractor carries the proper insurance, we should attempt to use local talent. Amy Rokoszak suggested a sub-committee be established to compile a list of prioritized tasks and write specifications for them.
Harry Power will try to find contractors to do a site visit with Dick Briere and the Committee will proceed from there.
The firm fixed price (FFP) quote that Chris Hamblet submitted a few months ago to update the Town Hall electrical service from 100 amps to 200 amps was discussed. His proposal would also install a separate electrical panel for the kitchen which would remedy the occasional occurrence of an electrical problem in the kitchen that can’t be immediately resolved because the panel is in the locked selectmen’s office. Tattersall Electrical, Dean Huber and Chris Cote had been provided a copy of Chris Hamblet’s proposal with the dollar amounts deleted and asked to quote on providing the same work. Each quoted time and materials (T&M) which resulted in an unknown dollar obligation for the Town and was considered infeasible to pursue. For reasons of safety and utility, this work is considered a main priority. Dick Briere motioned that we move forward on awarding this work to Chris Hamblet. Harry Power seconded the motion, which was unanimously approved. The Chair will approach the Selectmen on Monday July 20th to request authorization to proceed.
Amy Rokoszak asked David Vaillancourt if the State would place “No Parking” signs on one side of Route 123 in the vicinity of the Town Hall and Gould House. David stated that the Board of Selectmen should send a letter to the NH Department of Transportation requesting signage.
Dick Briere offered to call T.F. Moran on 07-17-09 to get a progress report on the survey work being done in town.
Lou GrandPre asked if we have the plans/blueprints done by the Keene State College architectural students. The Committee discussed having a public presentation in August when one of the students who developed the plans will be available. Amy Rokoszak will have three copies of each set of plans made.
A bout of fall landscaping for the Gould House was discussed. Harry Power will make his backhoe available again to spread mulch, etc. Some lawn seeding needs to be done, and additional small plantings that is in keeping with the historical era of the buildings. Mathewson will be called to correct some washing out.
The next meeting is scheduled for July 30, 2009 at 7:00 PM.
David Vaillancourt moved and Harry Power seconded to adjourn the meeting at 8:38.
Respectfully submitted:
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Sandy Holland, Secretary