TOWN OF SUTTON
BOARD OF SELECTMEN
February 25, 2008 @ 4:30 p.m.
Pillsbury Memorial Hall, 93 Main Street, Sutton Mills
The meeting was called to order at 4:30 p.m. by William Curless, Chair; Present at the meeting was William Curless, Chair; Philip Buteau, Selectman; Robert Wright, Selectman; interested members of the public and Elly Phillips, Recording Secretary.
The minutes from February 11, 2008 were approved as written. The Board reviewed and approved the following manifests:
PAYROLL MANIFEST: $27,756.75
VENDOR MANIFEST: $15,534.42
APPOINTMENTS:
At 5:00 Selectman Curless opened an informational meeting regarding the Town’s proposed highway facility. Among the interested members of the public were: Paul Bond, Sue Esposito, Rick Goddard, Bruce Kozikowski, Mark Loehr, Vicke Mandell, Jack Noon, Lyman Smith, Roger Watts, Jody Wells, Charlie Whittemore. Selectman Curless thanked everyone for attending.
Selectman Buteau requested that everyone take a few minutes to review the recent mailing that the Town had sent out regarding the project. Selectman Buteau stated that on the 2008 warrant, the Town will be proposing a $2.1 million project to be financed through a $1.8 million bond issue and approximately $295,000 from Capital Reserves. Mr. Buteau indicated that it was a great time to bond that interest rates are low and that it is a great time to build because material prices are down. In essence, the Town gets more building for less money. He said that there was a real need for the facility and that the proposed facility has plenty of room for existing equipment, parking and materials storage.
Selectman Wright discussed financing of the facility and observed that if the Town doesn’t put $50,000 into capital reserve for the facility that would save .24 based on today’s valuation and that the ash landfill bond will be paid in 2009 and that will save another .07. Reducing the tax impact to about .33 based on today’s valuation. Selectman Wright discussed how a bond issue is computed, i.e. For a twenty-year bond issue, the principal payment is fixed at 1/20th of the total and interest is computed on the balance (unlike a home mortgage).
Vickie Mandell asked whether the Town had received any other bids on the project. The Design/Build concept was reviewed whereby Trumbull Nelson would serve as the General Contractor and would review bids if the project was approved by the voters. Selectman Curless explained that $2.1 million was a worst case scenario and that due to the current economic climate the board felt it would be less.
Ms. Mandell asked if the Board had researched whether a steel building would be cheaper. Selectman Curless explained that the Board had been exploring cost issues since early summer and that a steel alternative was more expensive.
Jeff Evans commended Paul Parker on the excellent job that he does as the Town’s Road Agent and the great job that the highway crew does. He said that he had no doubt regarding the need for the building but was concerned about the bottom line. He expressed concern over the $650,000 estimated for site work and 1.5 million for a wood frame and truss building. He complimented the Selectmen on the great job that they had done researching the project and reiterated that he was concerned about the bottom line being heavy.
Selectman Buteau said that the Board was expecting the project to come in for considerably less. Selectman Curless added that the estimate for site work was arrived at by taking the average of two estimates one for $750,000 and another for $525,000. He expressed hope that local residents will bid on the site work and construction services and said that Trumbull Nelson’s job was to get an estimate for Town Meeting. Selectman Wright added that the Board were not general contractors and discussed the benefit of the design build process. He observed that as a Certified Wetlands Scientist that Mr. Evans is well aware of the importance of having a professional seal. The Town has to observe state requirements and that the plans have to pass commercial muster. Trumbull Nelson will be
seeking bids from different contractors. He reminded those present that the Town had spent $30,000 to do site assessment and get a specific estimate to take to Town Meeting. The estimate is for the maximum. If there are overruns, the contractor has to absorb them from their fees.
Bruce Kozikowski asked whether anyone had looked at the using the existing site and building. Selectman Curless explained that there was a study done ten years ago which indicated that to bring it up to the standards at that time such things as updating the roof trusses for snow load, having the correct volume of cement and thick enough footings and other factors would cost $100,000 more than replacing the building.
Phillips pointed out that the existing site was not suitable for expansion due to an encumbering right-of-way and wetlands. Roger Watts asked if you assumed that there weren’t any wetlands would the building fit on the property. Mr. Watts discussed federal law pertaining to wetlands and a Supreme Court ruling that unless you were on navigable waters it wasn’t a wetland. Buteau emphasized that the site was not big enough.
Paul Bond asked whether the Town had explored using land around Wadleigh State Park for the facility because the State did not have enough money to keep that park open. He indicated that some of the site preparation costs could be less. Phil Buteau said that during public meetings regarding the status of the park, it was clear that the State had no intention of giving that property up.
The Board was asked how big a site was actually needed. The response was 4-5 acres. Bill Curless noted that even if they found a viable piece that the Town owned, it should be located reasonably close to the geographical center of Town. He said that the proposed site was not as open as the current one and that there would be a tree screen resulting in a nicer looking property.
Mr. Bond asked whether the Town was interested in the residual value of fill being taken off the site and whether that would soften the site preparation charges. Selectman Buteau responded that the project would require that a good deal of fill be brought in. Mr. Evans brought up the marketable timber on site.
Vickie Mandell expressed deep concern regarding the cost associated with the project. Bruce Kozikowski asked whether the Town had looked at Eastman’s garage and a number of other structures such as Rockwell’s in Wilmot. Phil Buteau indicated that the Board had looked at other highway facilities. Bruce Kozikowski asked whether the Town had looked at the matter of heat loss and radiant heating for the proposed facility and felt that infra-red would be more efficient.
Jeff Evans asked whether the Town had looked at acquiring the Meadowview property that was for sale in conjunction with the Conservation Commission. He stressed the fact that the problem was with the bottom line for the project. Selectman Curless recalled that the Meadowview property was on the market for $850,000. Selectman Buteau added that it was not a good location for the facility.
Rick Goddard noted that the pencil would be sharpened on project costs as time went on. A question was asked whether the Town had a right to refuse any and all bids. Selectman Buteau indicated that the Town could commit to a bid up to $2.1 million.
Selectman Curless discussed the status of the project to date. The site has been surveyed and engineering work has been done, soils have been analyzed and test borings have been performed. He felt that the Town had obtained sufficient information for the bid process. He also stated that he was concerned about the cost but felt safe to assume that the project would be about 20% less. However, the Town needed to go forward with a responsible bid.
Mr. Bond asked whether the Town had explored subdividing and selling a portion of the proposed property to soften the financial blow. Selectman Wright cautioned that the Board had to think of future growth and site insufficiency.
Selectman Curless observed that if the project were approved the Town could look at what to do about the current site at next year’s (2009) Town Meeting. An inquiry was raised as to whether there would be closure cost like there were for the ash landfill due to salt on the property etc. Selectman Curless indicated that the site was clean.
Jeff Evans liked the possibility of subdividing the proposed site to create smaller lots in order to recap some of the costs and bite hard on the bottom line.
Mark Loehr said that he was 100% sold on the need for the facility; 80% sold on the site; and about 60% sold on the fact that it was sized right. He said that if the building was 78’ x 120’ without the gable dormer it would likely reduce the cost by about $300,000 and added that he would love it if there was more flexibility as to size.
With no further questions coming from the public, the informational forum was adjourned.
NEW BUSINESS:
1. The MS-5 Annual City/Town Financial Report for the Department of Revenue Administration was executed.
2. The Board received a letter regarding single stream recycling and decided that the townspeople were doing an excellent job adhering to recycling efforts, rules and regulations of the Town and therefore single stream recycling was not necessary.
3. The Board received correspondence from Mrs. Bettony regarding miscellaneous matters. The AA was instructed to follow up with a letter.
4. The Board agreed to participate in the NHPR Website should time permit.
5. Correspondence was submitted by Paul Bond regarding the unsafe condition of Route 114. The Board agreed to follow up the suggestions made by Mr. Bond which included voicing concern regarding improving 114 to the District Engineer and Representative McMahon and Senator O’Dell.
OLD BUSINESS:
1. The Board requested that Todd Thompson, Engineer for Trumbull Nelson be invited to Town Meeting to answer questions pertaining to the new Highway Facility.
2. Selectman Wright made a motion to approve the repurchase figure submitted by the Tax Collector for the Stewarts to buy back deeded property effective February 28, 2008 in the amount of $15,546.55. If the Stewart’s do not redeem their property within the specified timeframe of February 28, 2008 the Board will reconsider the reduced non payment penalty previously specified. Selectman Buteau seconded the motion which passed unanimously. The Town Clerk and AA will follow up by telephone and in writing.
REVIEW OF CORRESPONDENCE:
The Board noted the following items of correspondence:
1. DRA re: assessing contract
2. News Release Executive Council District Two
3. Letter of commendation for Police Chief John Sims concerning the professionalism displayed during an emergency response.
With no further business coming before the Board, the meeting was adjourned at 6:02 p.m.
Respectfully submitted,
Elly Phillips
Administrative Assistant
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