Online Services

Online Vehicle Registration Renewal Online Property Tax, Water & Sewer payments Online Dog License Renewals Vital Record Request
GIS & Property Database

View of Carroll from Sugarloaf

Minutes of Town Board Meetings

Minutes of 3/1/2018 APPROVED

March 16th, 2018

Town of Carroll Building Committee Meeting Minutes
March 1, 2018 @ 9:00 a.m.
Carroll Town Hall
Members present: Tadd Bailey, Mike Finn, John Gardiner, Brad Houston, Susan Kraabel, Janet Nelson, Michelle Palys, Lois Pesman, and Imre Szauter
Professional staff present: Allan Clark
Guests present: Michael Gooden
The Building Committee (the ¡§Committee¡¨) meeting began at 9:03 a.m. and was recorded.
Attendees stood and recited The Pledge of Allegiance.
An agenda was distributed and a sign-in sheet was routed around.
Attendees introduced themselves.
The Feb. 8th regular meeting draft minutes were discussed. John Gardiner made a motion, seconded by Janet Nelson, to approve the minutes as written. The motion passed unanimously.
Imre Szauter asked if anyone had heard any questions, comments or feedback from town residents regarding the project or warrant Article 2.
Mike Finn offered that two new Bretton Woods residents had registered to vote and were provided with a brochure on the project. He felt they understood the need for new facilities and seemed supportive.
Michelle Palys stated that the next Twin Mountain ¡V Bretton Woods Chamber of Commerce meeting was scheduled for March 13th, the same day as Town Vote (second session). Imre Szauter replied that he was working the polls that day and would be unable to attend the Chamber meeting. He suggested that perhaps Jeremy Oleson could attend the meeting, as he has done so in the past.
Imre Szauter opened a discussion on further educating residents about the project and encouraging voter participation. He mentioned that about a dozen ¡§Vote Yes on Article 2¡¨ yard signs, paid for by a town resident, would be available soon.
It was suggested that one sign be provided to Rena Vecchio. Lois Pesman offered to place one on her property. Michelle Palys offered to host three signs on her properties; Imre Szauter stated he would install them when they became available.
Imre Szauter provided information on a Northern Border Regional Commission (NBRC) information session on Mar. 6th from 1:00 to 3:00 p.m. in Plymouth.
Town of Carroll Building Committee Page 2 March 1, 2018
APPROVED March 15, 2018
Imre Szauter provided information on a Community Development Finance Authority (CDFA) Community Development Block Grant (CDBG) workshop on Mar. 28th in Concord.
As several attendees expressed an interest in the NBRC information session and the CBFA workshop, Imre Szauter will post full information on the Google Drive after the meeting.
The NBRC information session and CDFA workshop may prove valuable in creating grant proposals for the project.
Janet Nelson indicated that she knows someone who has written grant proposals and has expressed an interest in assisting the town apply for grant funding from various sources.
Imre Szauter reminded attendees that Allan Clark will offer a tour of the Franconia Public Safety building following today¡¦s meeting. John Trammell has arranged for a Mount Washington shuttle bus to transport visitors to/from Franconia, with a departure time of 10:00 a.m. from the Town Hall parking lot.
Under other issues and updates, Imre Szauter:
„« Reported on the Feb. 26th Committee report to the Select Board.
„« Referenced a 2018-02-21 Coos County Democrat article, ¡§Gauthier set sights on Twin Mountain Select Board¡¨, that had been distributed prior to the meeting.
„« Referenced a 2018-02-28 Coos County Democrat Reader¡¦s Forum letter by Bonnie Moroney titled, ¡§Please consider supporting Carroll municipal building¡¨, that had been distributed prior to the meeting.
„« Reported account balances as:
o $0.00 spent [$2,500.00 (100%) remaining] in the Committee miscellaneous expenses fund.
o $36,658.36 spent [$23,341.64 (38.9%) remaining] in the warrant article authorization fund.
Imre Szauter summarized current action items:
1) Post approved Feb. 8th meeting minutes on the town website and Google Drive (Imre Szauter).
2) Community outreach on Warrant Article 2, in which he encouraged those interested in promoting Article 2 on Mar. 13th to consider campaigning near the Town Hall (but not on Town Hall property).
Imre Szauter summarized pre-election day activities, such as verifying the accuracy of the ballot-counting machine, and how the Town Hall will be set up for voting. He mentioned there will be four paper ballots ¡V one for candidates for offices, two for the town warrant articles, and one for the school warrant articles. He reminded attendees that Article 2 requires a 60% (3/5) majority to pass.
Town of Carroll Building Committee Page 3 March 1, 2018
APPROVED March 15, 2018
Attendees discussed having residents outside the fence line on Mar. 13th with signs promoting the project/Article 2. Imre Szauter offered to distribute an email asking Committee members to consider campaigning that day, using the yard signs or other placards promoting Article 2.
Imre Szauter suggested the Committee¡¦s next meeting be held on Thursday, Mar. 15th at 9:00 a.m. in Town Hall. This would be two days after Town Vote, so the status of Article 2 will be known. A meeting on Mar. 15th would enable discussion on the Committee¡¦s future actions, especially of Article 2 is successful. Attendees agreed.
Imre Szauter polled attendees for any closing remarks.
Allan Clark suggested that additional letters of support sent to the Coos County Democrat would keep the issue before the voters and that volunteers with signs of support for Article 2 on Mar. 13th might help convince last-minute-decision voters on the value of the project.
Allan Clark discussed some of the issues related to the Northern Border Regional Commission 2018 grant application, which was recently released. He also mentioned specific issues related to the New Hampshire Department of Homeland Security & Emergency Management grant program that the town needs to be prepared to address.
Allan Clark stated that commercial banks are inquiring about financing the project if it passes on Mar. 13th. Both he and Imre Szauter have been contacted by commercial lenders interested in discussing the project, so the time is right to begin examining financing options.
Allan Clark outlined his thoughts regarding the role of the Committee if Article 2 passes on Mar. 13th. The first and highest priority will be the selection of a construction manager to recommend to the Select Board. Quick development of a detailed RFP (Request for Proposal) will be important so that qualified construction managers can be invited to respond. Following interviews with those qualified construction managers, the Committee should make a recommendation to the Select Board based on criteria established before the interviews.
Allan Clark stated that once a construction manager is hired, the Committee should be involved in reviewing the final architectural plans to make sure the original requirements of the various departments have been met. When the project actually begins, there will be a weekly status meeting with the project manager, the construction manager, and a representative from the Select Board and the Committee, unless the Select Board designates someone to be their representative at the meetings. Periodic Committee meetings would serve to keep members informed, and one or more informational sessions could serve to inform the community of the project status.
Michelle Palys suggested that any promotional signs for Article 2 might include a bit of information so viewers will know it refers to the project.
Michelle Palys asked if there will be a form or checklist for Committee member use during the interviews with construction managers. Allan Clark replied that he will make available a checklist he¡¦s used in the past for Committee members to rate various factors during the interviews. These checklists aid the selection process by focusing on what¡¦s important.
Town of Carroll Building Committee Page 4 March 1, 2018
APPROVED March 15, 2018
Allan Clark explained how the design-built process allows close tracking of all expenses, as the construction manager will submit a monthly requisition backed up by all invoices submitted during that period. General conditions and their costs are specified ahead of time, so everyone knows what to expect.
Susan Kraabel stated that the Committee now has conceptual drawings; she asked how we go about getting construction drawings. Allan Clark stated that the construction manager will hire the architect of his choice to complete construction drawings, based on our preliminary specifications and the conceptual drawings, floor plans and renderings completed by Peter Stewart.
Mike Finn asked about the mechanical side of the project ¡V the plumbing, electrical, HVAC, etc. Allan Clark replied that the sub-contract firms that provide those services are usually best equipped to design their portion of the project, so the construction manager would reply on them to provide stamped drawings.
John Gardiner asked about required site work. Allan Clark replied that the construction manager would be responsible for coordinating the site work with an outside civil engineer.
Michelle Palys asked about coordination with the New Hampshire DOT for driveway access to the campus. Allan Clark stated that an NHDOT representative visited the site last fall for a preliminary assessment and felt there would be no issues with granting a driveway permit, subject to closure of the current School Street / US 302 intersection. Allan Clark said that a formal driveway permit application would be submitted once the civil engineer determines the location for the driveway.
Lois Pesman asked how many construction managers Allan Clark had in mind for the interview process. Allan Clark stated he could name five, three of which he felt would be strong candidates for this project.
Susan Kraabel made a motion, seconded by John Gardiner, to adjourn the meeting. The vote to adjourn was unanimous.
The meeting adjourned at 9:58 a.m.
Minutes prepared by Imre Szauter.