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Minutes of Town Board Meetings

Minutes of 7/19/2018 DRAFT

July 30th, 2018

TOWN OF CARROLL BUILDING COMMITTEE MEETING
July 19, 2018
Meeting brought to order at 7:05 p.m. by Imre Szauter
Pledge of Allegiance
Present: Allan Clark, Mike Finn, Bill Gemmer, Greg Hogan, Michael Hogan, Sue Kraabel,
Bonnie Moroney, Terry Penner, Lois Pesman, Dave Scalley, Imre Szauter, Jeremy Oleson (late
arrival due to emergency), Tadd Bailey (late arrival due to emergency). Janet Nelson and John
Gardiner excused absences. Guest: Dianne Hogan Reporter: Justin Roshak
Chairman Imre Szauter asked if there were any changes to the minutes of the June 28th meeting.
None mentioned, Michael Hogan moved to accept them as written. Dave Scalley seconded, and
the motion passed unanimously.
Under the topic of committee expansion, Imre noted that we’d had some new members at the last
meeting, and that we should encourage anyone who is interested to join the group. Bonnie
Moroney said she would bring this up at the next Selectmen’s meeting. It was stated that we’re
looking for members on both sides of the issue, not just those who are in favor of the building
project. Terry Penner said that the Bretton Woods Property Owners will have their annual
meeting in October, and this project should be mentioned again.
Michael Hogan suggested that if the weather is bad on Election Day, committee members or
others could pick up people who don’t want to drive, and we should let people know this prior to
Election Day. It was mentioned that elections can’t legally be postponed. It was suggested that
if the forecast was bad for Election Day, people could cast an absentee ballot ahead of time.
Several comments were made about absentee voting and it was suggested that we get
clarification of the rules from Becki Pederson, the Town Clerk. Terry mentioned that there are
Resort employees who are residents that could vote, and should be encouraged to register and
vote.
Next in discussion was the task list and proposed schedule (see Attachment 1) that Allan Clark
put together for this meeting, with each attendee having a copy to reference during the
discussion. Allan stated that the majority of work would start in the fall; prices would not be
available until December, for January pricing of this project. He once again stated that we
peaked too soon last year, and we don’t want that to happen again. He also stated he was pleased
that the committee membership now contained more non-employees, and some Bretton Woods
residents. As to downsizing the project, he stated that last year the process took out unnecessary
things in the plans.
Allan said bringing the town hall and fire station up to code would be very costly. In addition,
the cost to make them energy efficient would be high. He said we need to find out if the two
buildings can be brought up to fire, life-safety, and ADA requirements, and what would be
necessary to make them energy efficient. He also mentioned costs related to returning the
current rented police station back to its original state as per the lease agreement. It was
suggested that we identify liabilities in all three buildings and make people aware of problems.
Town of Carroll Building Committee Page 2 July 19, 2018
DRAFT July 26, 2018
Discussion turned to financing, and the most likely sources would be through the New
Hampshire Municipal Bond Fund or a private bank. Current bank rates are 4%, but they could
go up by next March. Allan suggested that maybe we use 4 1/2% in the 2019 project documents.
Grant funding needs to be identified. Energy rebates may also be available.
We need to identify expected energy and operations savings – currently with the new project,
we’d expect to save $44,000 per year over what we spend now. New building products use less
energy. A Project Budget should be prepared, checking on things like existing furniture,
equipment etc., that could be used in the new buildings, thus lowering the cost. Bill Gemmer
brought up the subject of liability insurance expense, and that there should be a noticeable
reduction in premiums for the new buildings.
Allan stated that we need to really explain to people how much their taxes will go up if the
project is approved. Apparently some people thought their taxes would be way higher than the
real amounts. We need to develop Press Releases, but not until after the holidays. We need to
do lots more one-on-one talks with real facts about costs and taxes. It was mentioned that with
the construction at the Mt. Washington Hotel and Bretton Woods ski area, the tax base will no
doubt go up. This will help to keep the tax rate from climbing. Perhaps having a one page fact
sheet to share with people in discussions would help. It was suggested that we hold an
Informational Session before the Deliberative Session, and then have another one before the
Town Meeting vote in March. Some people reported that they have already spoken to voters
who were against this project, and while we can do this individually, it was stressed that we need
to have people ask questions at the informational sessions and the Deliberative Session.
Imre asked if anyone had things to add to Allan’s lists. Bonnie said she feels we should
emphasize the two bond payments that will be ending soon. The Water bond will be paid off in
2022 and the Transfer Station bond in 2024. This will save about $75,000 per year and have a
definite tax rate implication. Michael suggested any fact sheet prepared should say that we’re
not going to buy new fire equipment the minute we put up a new building. He feels we should
address the negative thoughts people are coming up with. Dave suggested making a list of
frequently asked questions and their answers. Any questions could be sent to either Allan or
Imre.
Mike Finn, Vice-Chair, spoke to the group about a Tracking List (see Attachment 2) that he’d
put together and handed out to each committee member. He briefly went through it, noting many
items were duplicates of Allan’s list. There were details of liabilities he’d identified for each of
the three existing buildings and a list of things that need to be researched, i.e. current operating
expenses, and savings if the project passes. Mike asked if members would read over this
document and maybe individuals could take responsibility for some items, rather than having
Imre do all the research. His list also included promotional ideas and ways the community could
be involved.
Bonnie suggested that we hand out information documents rather than mailing them, thinking
that more people would read them. Someone mentioned using Facebook, and Tadd Bailey said
he’d put information on both the Police and Fire pages. Jeremy Oleson suggested that we speak
one-on-one with people who were opposed and continue to communicate with those who favored
the project. Dave said he’d already spoken to Rena Vecchio about uses/costs for the town hall,
and will continue to work on this.
Town of Carroll Building Committee Page 3 July 19, 2018
DRAFT July 26, 2018
Imre thanked Sue Kraabel and Mike Finn for taking on some of the tasks he’d done by himself
last year. He also mentioned that there was an article in the Coos County Democrat yesterday
about the town. There also was one about Allan Clark. Imre will post these on the Google drive
so members can read them.
The next committee meeting will be Thursday, September 20th at 7 p.m. in Town Hall.
There being no further business, at 8:10 p.m., a motion to adjourn was made, seconded, and
passed.
Attachments
1 – Town of Carroll, Town Administration and Public Safety Building Task List, July 19, 2018
2 – Town of Carroll Building Committee 2018-2019 Tracking List, July 19, 2018
Attachment 1
Attachment 1
Town of Carroll Building Committee 2018-2019
Tracking List
Building Committee Idea List Page 1 July 19, 2018
1. Repurposing committee (DONE – 2018-07-02 Select Board Meeting)
a. Recommendation to Select Board to form a committee to study, propose and
promote repurposing of existing Town Hall.
2. Cost of refurbishment
a. Contract for building inspection services to determine if existing Town Hall and
fire department building can be brought into compliance with current fire- and
life-safety regulations and if so, the estimated cost to do so. Include the cost to
bring both buildings up to current energy efficiency standards if possible.
3. Police department building
a. Research termination of the lease of the police department building and the cost to
return the building to its pre-lease condition.
4. Endorsements
a. Identify civic and business groups and seek their endorsement of the project
i. Twin Mountain – Bretton Woods Chamber of Commerce
ii. Twin Mountain Fire Department Auxiliary
iii. Historical Society
iv. Bretton Woods POAs (Property Owner Associations)
v. Snow Mobile Club
vi. Garden Club
vii. Church groups
5. Grants
a. Identify grant opportunities and contact government and private foundations for
applications
i. USDA (US Dept. of Agriculture)
ii. NBRC (Northern Border Regional Commission)
iii. NH HS&EM (NH Homeland Security and Emergency Management)
iv. NH DOT (Dept. of Transportation) [new intersection]
v. Private foundations
6. Rebates
a. Energy efficiency - contact Eversource representative for details
7. Financing
a. USDA
b. New Hampshire Municipal Bond Bank
c. Private
i. Passumpsic Savings Bank, Lancaster – Sarah Desrochers, Vice President,
Commercial Banking, 603-788-4300
8. Individual contacts
a. Develop single-page fact sheet to prepare for one-on-one conversations
Attachment 2
Town of Carroll Building Committee 2018-2019
Tracking List
Building Committee Idea List Page 2 July 19, 2018
b. One-on-one contact with neighbors and community (resident and business)
members
i. Stress necessity of new facilities
ii. Stress benefits for residents, businesses, visitors and the area
9. Risk/Liability Assessment
a. Identify personnel risks and potential liabilities
i. Employees and members of the public exposed to known and unknown
hazards during the normal course of business operations
ii. Police and fire department personnel exposure to toxic materials,
biohazards, and injury/death while carrying out their normal duties
iii. Potential litigation resulting from failure to correct known non-compliant
and/or dangerous conditions
iv. Workmen’s Compensation claims
v. Increased insurance premiums resulting from claims or litigation
b. Identify risks and potential liabilities in each structure
i. Fire Department
1. Building is non-compliant with fire, life-safety and ADA
requirements
2. No decontamination area for fire and rescue personnel
3. Inadequate apparatus storage and maintenance spaces
4. Inadequate storage and protection of sensitive information
5. Inadequate kitchen and office spaces
6. No EOC (Emergency Operations Center)
7. Inadequate training equipment and space
ii. Police Department
1. Building is non-compliant with fire, life-safety and ADA
requirements
2. Inadequate reception, interview and holding areas
3. Inadequate records storage and evidence locker
4. Unusable holding cell
5. Inadequate office spaces
6. No sally port for safety of personnel and community
iii. Town Hall
1. Building is non-compliant with fire, life-safety and ADA
requirements
2. Large portions closed off to public and staff
3. Inadequate restroom facilities
4. Inadequate secure and general records storage
5. Non-accessible Historical Society space
6. Inadequate public meeting space
7. No community-use meeting space
10. Operating costs/Energy Efficiency
a. Identify operational expenses for current facilities
i. Heating fuel
Attachment 2
Town of Carroll Building Committee 2018-2019
Tracking List
Building Committee Idea List Page 3 July 19, 2018