OcroBER 5, 201 5 - The Town of Goffstown, New Hampshire Official
Transcription
OcroBER 5, 201 5 - The Town of Goffstown, New Hampshire Official
TOwx OF GOpFSTOwN BONnn OF SpTpCTMEN MgpTING OcroBER 5, 201 5 Tbwn of Goffstown BOARD OF SELECTMEN 16 MAIN STREET GOFFSTOWN, NH 03045 497-8990 x100 o FAX 497-8993 Oct. 5r 2015 AGENDA SELECTMEN MEETING CALL TO ORDER PLEDGE OF ALLEGIANCE pm 1. Acceptance/Gorrection of minutes: 9128115 public and non-public minutes 6:02 pm 2. Presentations & Announcements 6:10 pm 3. Public Gomment 6:20 pm 4. Public Works Director Adam Jacobs re: cutting hazardous tree in town 6:00 right-of-way on scenic road 6:30 pm 5. 2016 SpecialArticle Presentations: a. b, c. Crispins'House Goffstown Main Street Program Goffstown Conservation Commission re: Milfoil pm 6. 2016 Budget Deliberations 8:00 pm 7. Town Administrator's Report 7:00 a. b. c. d. 8:10 Selectmen 2 Week Meeting Schedule Consensus Folder Correspondence Setting the 2015 Property Tax Rate pm 8. Selectmen Discussion a. Committee Reports: None b. New Business: No submissions c. Old Business: Action Matrix 9 NON-PUBLIC SESSION RSA 9l-A:3 ll (a)compensation ADJOURN by 10:00 pm The public is cordially invited to attend. Except for schedu'"0 o.u?'1",.1".11'î?r.?'lr.'1:t-tïi.r.^.tl:."?"n0" are approximate' Any person with a disability who wishes to attend this public meeting and needs to be provided a reasonable accommodation in order to participate, please call the Town Hall (497-8990 x100) at leastT2 hours in advance so that arrangements can be made. Town Administratorts Report October 5r 2015 CALL TO ORDER PLEDGE OF ALLEGIANCE pm 1. Acceptance/Gorrection of minutes: 9128115 public and non-public minutes #l 6:02 pm 2. Presentations & Announcements: a. Presentations: . Jim Bouchard for service as Sewer Commissioner from 1996-2015 . Tina Daniels for service as a Supervisor of the Checklist for 9 years . Scott Gross for facilitating donation of table and chairs from State Farm #2b b. Announcements: . UNH Road Scholar Program announces that Ryan Kenney has achieved the status of Road Scholar . Drawdown of Glen lake/Gregg Falls starting Oct. 25th 6:10 pm 3. Public Comment #4 6:20 pm 4. Public Works Director Adam Jacobs re: cutting hazardous tree 6:00 I in town right-of-way on scenic road 6:30 pm 5 a. b. c. pm 8:00 pm 7:00 Special Article Presentations: Crispins'House Goffstown Main Street Program Goffstown Conservation Commission re: Milfoil 201 6 6 2016 Budget Deliberations (please bring your budget books) 7 Town Administrator's Report a. Selectmen 2 Week Meetinq Schedule Weds. 6:30 pm EDC Thurs. 7:00 pm Planning Board 106 Vice Chairman Lemay Sel. Adams 106 Mon. HOLIDAY - COLUMBUS DAY Sel. Adams Tues. 6:00 pm Sewer Commission Room 106 b. Consensus Folder . Employee Status Report: CFFII increase . Event Permits: Friends of RailTrail - Ski & Skate Sale 11114115 at P&R . . Room Center; Halloween Safety Day 10125115 9:30 am - 2:00 pm at Hannafords; Annual Crop Walk on 10125115 at 2:00 pm Revised MS1 Tax Collector deeding list for unpaid 2012 property taxes: 6 requests for payment agreements; 6 scheduled for tax deeding. Motíon needed. #7c Goffstown Main Street Program request that Town Hall be open for Art Showoff on Oct. 17th 8:30 am - 4:00 pm and Oct. 18th 9:OO am - 3:00 pm Response from Town Engineer Meghan Theriault re: pursuing design engineer for errors and omissions Settinq the 2015 Propertv Tax Rate This item was postponed from last week to have a full board discussion regarding the use of fund balance to set the tax rate. We are in a default budget year. ln the past our auditors have advised us not to use fund balance to offset the operating budget but rather for one-time large purchases. With we revised revenue numbers due to expected FEMA monies and the correction of the MS1, the town side of the tax rate will increase 12 cents if no fund balance is used. c. Correspondence o . d. Ro m Town Administratorts Report October 5, 2Ol5 Suggest that we use UFB in 2016 as a vote from surplus for some CIP onetime items such as the Uncanoonuc Dam Repair and SCBAS. Motion needed (to use or not úo use UFB) to set the 2015 tax rate. 8:10 pm 8. Selectmen Discussion e. b. c, 9. Committee Repofts: None New Business: No submissions Old Business: Action Matrix NON-PUBLIC SESSION RSA 9l-A:3 ll ADJOURN by 10:00 pm #8c (a)compensation #9 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2075 In attendance were Chairman Peter Georgantas, Vice Chairman Mark Lemay, Selectman Collis Adams, Selectman Allen Brown, and Town Administrator Sue Desruisseaux. Absent: Selectman Gross. 6:00 pm CALL TO ORDER by Chairman Georgantas. The Board said the Pledge of Allegiance. APPROVAL OF MINUTES Town Administrator Desruisseaux said she had some corections. On the first page, in the first and in the third motions, roll call vote is repeated twice. One should be removed from each motion. Also, on page 5 regarding the RFP for Grasmere Town Hall, it should say the siding would be "primed" not "prepated" at the factory. Vice Chøirman Lemay møde ø motion to øccept the public ønd non-public minutes to the Board of Selectmen meeting of September 21, 2015, with the corrections stated. Selectman Brown seconded the motíon. VOTE: 4-0-0. All infavor. Motion cørries. ANNOUNCEMENTS Thank You Letter: Chairman Georgantas read a letter thanking Officer Jacqueline Pelletier for her presentation at the Town Clerk Association Annual Conference from Bedford Town Clerk Lori Radki. The letter states the presentation, "Personal Safety: Risk Awareness and Risk Reduction" was very well received and was the best program heard in years. Traffic Alerts: Chairman Georgantas read the traffic alert regarding Hooksett Road. "The Goffstown Department of Public Works announces road reclamation, gravel installation and paving on Hooksett Road, starting Wednesday, September 23rd. The road will be down to one lane from 7AM - 5 PM, while the Town is working in this area. Hooksett Road will be open to all traffic, but SIGNIFICANT delays should be expected ¡n the work zone due to the narrow width of the existing road and ongoing construction work. DPW highly recommends using an altemate route until work is completed. Please note gravel surface will remain through the weekend until paving can be scheduled for next week. This notice, project updates, and plan are posted on the Towns website www.goffstown.com. Go to Department of Public Works Construction Projects. Please contact Meghan Theriault, Goffstown Town Engineer, at 603-4973671 x 280, with any questions." Chairman Georgantas also read a traffic alert regarding Black Brook Road. "The Goffstown Department of Public Works announces a detour on Black Brook Road from Cinnamon Drive to Tinell Hill. The detour will start Tuesday, September 29th, and is effective Tuesday through Friday from 7 am to 5 pm until further notice. Due to road construction on Black Brook Road, local residents within the work zone will be allowed access in and out, but delays should be expected while construction work is ongoing. You can go online to see the detour routes. This notice, project updates, and plan are posted on the Towns website Page I of 12 GOFFSTOWN BOARD OF SELECTMEN MEE,TING OF SEPTEMBER 28,2075 w\¡/w.goffstown.com. Go to Department of Public Works Construction Projects. Please contact Meghan Theriault, Goffstown Town Engineer, at 603-497-3677 x 280, with any questions." PUBLIC COMMENT-There was no public comment TOWN ADMINISTRATOR'S REPORT Selectmen Weekly Meeting Schedule Town Administrator Desruisseaux said there are no other meetings this week. Consensus Folder Town Administrator Desruisseaux said there is an Event Permit for Lemay Beef & Sons October Fest Cook-off and BBQ on October 4, 2015 and a Right to Inter for Audet at Westlawn Cemetery Section 1988, Lot 25. Chairman Georgantas said the last time Lemay's had an event there was a parking issue along Daniel Plummer. Has that been addressed? Town Administrator Desruisseaux said she's not sure. She will have to check the folder. Selectmøn Adams msde ø motion to øccept the Consensus folder. Selectman Brown seconded the motion. VOTE: 4-0-0. All ínfavor. Motion caruíes. Correspondence Request from Police Chief - Per Diem Food Allotment: Town Administrator Desruisseaux said there is a request from Chief Browne for approval of a per diem food allotment of $200 each for three employees who attended the CALEA Conference in Colorado this summer. This was hve days and equates to about $40 per day. Selectman Adams said he doesn't mind reimbursing people for money they spend on meals. But to estimate how much they are spending wouldn't stand up to any audit. He'd like more information. At a lot of conferences breakfast, lunch, and even sometimes dinner is free. How do we know this is the proper amount and this would never stand up to an audit? Vice Chairman Lemay said they could bring back the slips. Town Administrator Desruisseaux said that is what normally happens. But the Chief thought the Town's order of no water, coffee, etc. for employees fell under that. Selectman Adams said he's not buying that. Chairman Georgantas said he'd like to come up with a policy. Town Administrator Desruisseaux said we have a policy to get receipts. But because of the previous action of the Board, they thought it applied to conferences. The Board's thinking was to table the discussion and find out if there are receipts and an agenda for the conference. Selectman Adams made a motion to table this discussion pending further information. Selectman Brown seconded the motíon. VOTE: 4-0-0. All infavor Motìon cøruies. Zip Code and 8911 Draft Letters Town Administrator Desruisseaux said draft letters to USPS and to residents are enclosed in the Board's packets. Prior to sending these letters, I propose we schedule a meeting with representatives from USPS,8977, the phone company, Board of Selectmen, Fire Chiel Police Chief, IT, and the Town Administrator to fully discuss the problem and all possible solutions. Then maybe we can get an agreement on how to proceed. Once you send the letter, the time starts ticking. Page 2 of 12 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2015 Chairman Georgantas said the letter has to be in by a certain time. If we drag it out, it puts it off another year. Town Administrator Desruisseaux said they have to give a decision within 60 days of receiving the letter. She would anticipate a response that they only visit these issues once every ten years. She'd rather work with them to see what the solution is. You don't need to go through the Postal Service to change the road names. If people knew it was a road name change or azip code change, people may have voted differently. Vice Chairman Lemay read from a memo that stated the letter must be received by December for proposed changes to take place by July of the following year. Selectman Adams said he thinks they should be there to explain to the people of Goffstown why it can't be done. It's a safety issue. Chairman Georgantas said we can all be there and make this a public meeting. Town Administrator Desruisseaux said it's a public meeting but not a public hearing. We won't take input from citizens at this time. The Board's consensus was to set a meeting date to discuss the problem and solutions. SETTING THE PROPERTY TAX RATE Town Administrator Desruisseaux said The NH DRA is totally electronic. The process to set the tax rate usually opens up the first of October, but you have to get into the queue to be able to do that. You have to be ready to set the tax rate. There is one decision the Board needs to make. All the other information is there now. We did get revised numbers today for the Room and Meals tax. The State provides that and the Highway Block Grant. If we don't use any fund balance, because we are in a default year, the Town side of the tax rate will go up 15 cents. Chairman Georgantas said he remembers the auditor saying the fund balance was pretty healthy. Town Administrator Desruisseaux said it is healthy. We had planned on using some of that money had the budget passed, but the budget did not pass. Typically, when in default budget, we don't spend any money except when voted in surplus. We did have surplus for the fire apparatus. We did use $200,000 to fund the capital reserve fund for the fire apparatus because we voted on that. What she is talking about tonight is the amount to be used attax rate setting. The County tax rate is going up about $.09. The School hasn't finalized their State funds yet. But the State School rate looks like it's going down .08 cents. The local School rate looks like it will increase about .93 cents. It will take about $200,000 to level it from our side. The Chief said we are getting a FEMA grant and that wasn't included in our revenue. If that comes through, it will reduce the Town side of the tax rate. Chairman Georgantas said that would bring the increase down about $.05. It was a good message from voters last year that they didn't want any tax increase. He asked if there is any idea what we'd be returning. Town Administrator Desruisseaux said the auditor had said the surplus was about $368,000 for 2013. Chairman Georgantas said he's for level funding it. Selectman Adams asked, if we use it to level fund, does that mean we aren't going to use it for any other special projects. Chairman Georgantas said we'll have the special articles coming up. Town Administrator Desruisseaux said the more you use, the wider the gap in terms of leveling it. She might have more information next Monday when the Chief has his report. The Board's consensus was to table the discussion until next week when there could be additional information and a full Board present. Page 3 of 12 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2015 INTERLOCAL CONTRA PURCHASING Fire Chief O'Brien said he was seeking permission to enter into an agreement for cooperative purchasing using the Houston-Galveston area consortium. This is a national purchasing program that allows communities to be able to utilize bids that have been procured through this consortium to save time and money. It depends on the product you are purchasing but the amount of equipment is enticing for us. It covers SCBAs, rescue tools, ambulances, and fire apparatus. This contract allows us to become a member at no cost to us. They work with the vendors out there and submit bids. If you've already worked with a certain vendor, you can look at their bid and develop a price of that base bid. If it works for you, you sign an agreement and purchase through the consortium. The city of Concord has purchased from them and Keene is looking at it also. He proposes they enter into an agreement and see if they can save some money. There are no promises with this program, and we are not agreeing to buy everything on their list. Town Administrator Desruisseaux clarified that it doesn't preclude them from going out to bid on something, but can be used as a comparison. Chief O'Brien said that is correct, but the savings would be in the time spent to develop an RFP and realizing you only have I or 2 vendors because we are a small purchaser in the scheme of things. In this program the RFPs go out annually and you already know their base bid price. Selectman Adams clarified that they could still go out to bid and compare prices with this consortium. Chief O'Brien said that sort of happens now. When we go out to bid we compare vendors and also check with other towns to see what they have done. We look at this program and see if there is any cost savings. There is no commitment to purchase any number of vehicles or pieces of equipment. It will give us more vendors to compare for the vehicle we might be looking for. Chairman Georgantas asked if there were similar programs out there. Chief O'Brien said this is the biggest one he knows of. Many vendors use this because they put their best bid in the program, knowing it will be looked at nationally. Town Administrator Desruisseaux asked how they make their money. Chief O'Brien said they include in their agreement with the vendor a set fee for the purchase of an item. Vice Chairman Lemay asked if the Police Chief could be included in this process. Chief O'Brien said he's aware of the process. Looking at the bid price of the Interceptors he's been lookingat, he's aware they are very competitive. As long as the contract is with the Town of Goffstown, they are included. It automatically renews at the end of the year. Selectmun Adams msde a motíon thøt the Town Administrator move forward with the agreement. Vice Chaírman Lemøy seconded the motion. VOTE: 4-0-0. All infavor. Motion carries. Town Administrator Desruisseaux clarified that it is the Chairman who is to sign the agreement. Page 4 of 12 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2015 SELECTMEN DISCUSSION Committee Reports: Planning Board Vice Chairman Lemay said the Planning Board had a site review and conditional permit for 8 School Street for a building there. A major issue was on-street parking. The way it was written is that on-street parking would not be allowed. The PSNH plan on Mast Road wants to add a 900 square foot building to make it almost 1800 square feet. Both applications were passed. He has the papers and information if anyone wants to see it. It was a short meeting. Conservation Commission Selectman Brown said he covered that meeting. They didn't meet. They only had two people Human Resource Town Administrator Desruisseaux said we did have a town-wide HR committee meeting. It wasn't our subcommittee. Selectman Gross was there. Chairman Georgantas said they will keep that in the matrix so they can hear from Selectman Gross. HDC Vice Chairman Lemay said they met with the Fire Inspector and the Fire Chief to discuss the engineering analyst and what they can do to protect the fire escape. Phil D'Avanza came up with the idea of how to meet the fire code. He suggested blocking the windows with hreproof glass, 3/8 inch sheet rock and an aluminum frame. The proposed quote for this work was $3,500. The HDC took a vote to recommend to the Board of Selectmen that they continue on with this line of work. The cost would be paid in full by the Grasmere Town Hall Restoration Fund. We are looking to get the building squared away and the fire escape legal so we can allow functions to be held there. Phil D'Avanza,of the HDC explained there are three windows where the hre escape is, where you could have smoke. Looking at the opposite side of the building where the stage is, there are two windows that have been closed in with siding. If you look the frames are still there. Where the fire escape is, we are looking to close in one on the second floor. It will match what is on the other side. There are two windows on the lower side at Merri-Loo. It does need some light and a2 x2 window could be framed in with fireproof glass on the inside. At some point in time, that could be taken out and windows put back in if we need to. We'd save the windows and not destroy the frames. Chairman Georgantas asked what this accomplishes. Vice Chairman Lemay said a fire won't blow out the windows and hinder people from going from the first to the second floor. They will have a clear shot. Chairman Georgantas asked about structural repairs to the f,rre escape. Vice Chairman Lemay said the HDC is getting quotes for the lighting on the fire escape and also making plans to repair the fire escape. Phil D'Avanza said they have to identify what needs to be done to repair the fire escape. The report doesn't identify what to do to the fire escape to go from the 75 to 100 square foot capacity. We need to identify what needs to be done structurally to accomplish that. Town Administrator Desruisseaux said that is the structural analysis by the structural engineer and his Page 5 of 12 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2015 oversight of the project. The quote is for the work of the structural analysis. Phil D'Avanza said that is his understanding. Selectman Adams said so at this point they have identified the deficiencies and this would be an estimate of what take to correct the deficiencies? Phil D'Avanzasaid, no, it is to identify what needs to be done so we can correct it. It is not to do the construction. Where does it get us? There are a handful of things that need to be addressed. The biggest one is a post on the small railing that is on the steps to the stage. Then we will have assembly usage upstairs. Town Administrator Desruisseaux said the standing capacity is 224 and the capacity with tables and chairs is 107. She doesn't know the capacity with just chairs. Chief O'Brien said he assumes it would be more. Phil D'Avanza said it gets us to assembly usage but not ADA compliance. Any public meetings the Town has there would have to be kept for the capacity downstairs, in case the meeting needed to be moved downstairs. Vice Chairman Lemay said we discussed that we could possibly have DPW remove some of the overage of brush and make the area look better. The third floor has been cleaned. The RFP for the paint is going out. There was a discussion about the colors. He asked about the color scheme. Town Administrator Desruisseaux said it was attached to the HDC minutes. Chairman Georgantas summarized that they are looking to spend $3,500. Does that include the window? Town Administrator Desruisseaux said it doesn't include the window but is within their (HDC) scope to spend. Selectman Adams made a molion that the Boørd of Selectmen üpprove the recommendatíon from the HDC, in sn amount not to exceed 83,500 to accomplísh the work by SFC Engineeríng to procure contract documents and coordinate with select contractors; to be paid for with money from the Grasmere Town Hull Restoration Fund. Vice Chairman Lemøy seconded the motion. VOTE: 4-0-0. AII inføvor. Motion carries. Chairman Georgantas asked about the request from the HDC for authorization to move forward with the structural work that needs to be completed. That is separate from the $3,500. Selectman Adams møde a motion thøt the Bourd of Selectmen authorize the HDC to move forward to select a bid process for the structural work to be completed, as identífted previously. Selectman Brown seconded the motìon. VOTE: 4-0-0. All infavor. Motion carríes. Vice Chairman said the historic markers for the St. Lawrence Church, St. Matthew's Church and the Popcorn Stand are almost done. They will be ready shortly. Town Administrator Desruisseaux asked about moving forward with the windows. Phil D'Avanza said they need to get pricing and get all the information together. New Business: No items submitted. Old Business: Action Matrix: Chairman Georgantas said they are making headway on everything. They are waiting for the Sewer Commission vacancy to be filled before scheduling a meeting. Town Administrator Desruisseaux said Cathy V/hooten said they've had three people interested but she's not seen an application. Page 6 of 12 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2075 Town Administrator Desruisseaux said she checked with the Assistant Town Administrator regarding the scheduling of the meeting with the EDC. They will talk about their availability at their October 7th meeting. Chairman Georgantas said this is getting old. It's almost two years since we asked for this to be done. It's not acceptable. Town Administrator Desruisseaux asked who would do the interviews. Who is going to meet with them? Chairman Georgantas said the EDC already said they would do it. We were going to meet in September. Town Administrator Desruisseaux said they have to check their schedules. Chairman Georgantas said its excuses and it should be done. Chairman Georgantas asked about the subcommittee meeting. Selectman Adams said they've not yet scheduled a follow up meeting. Chairman Georgantas asked how the Event Permit rewrite is going. Town Administrator Desruisseaux said they need to meet with the Police Chief. She's not sure it addresses everything. She didn't get an answer as to whether or not they want an ordinance for solicitation. They did fundraising events under the old ordinance. You got the legal opinion that we can't do that under that ordinance. It comes under a different RSA. Before we institute a new Event Permit Ordinance, she needs to know if they want to regulate fundraising events. If you do, both ordinances should be done at the same time. Selectman Adams said he's not interested in regulating car washes and events of that type. We have other ordinances that address parking, safety, etc. We don't need an ordinance for people raising money for good causes. Town Administrator Desruisseaux addressed Christmas Trees on someone's lot. Selectman Adams said he would feel different about someone doing it for profit. He's not concerned with the non-profit. Town Administrator Desruisseaux said soliciting would be for the fundraiser Christmas Tree Sales-Lions Club, for example. Any type of fundraising that goes on wouldn't need a permit. The consensus of the Board was that they aren't opposed to that. If they need to change it down the road, they can address it then. Town Administrator Desruisseaux addressed the issue of the dog licenses. She said this really belongs with the Town Clerk. They handle the dog licensing along with the Police Department. She has not researched it. They have discussed it for years and no one has come up with a solution. The Town Clerk's Association would be the appropriate place for legislation to come from because they deal with it on a daily basis. The Board's consensus was to send this to the Town Clerk Cathy Ball. Chairman Georgantas said we have talked about the 911 issue. A meeting will be scheduled. if the action matrix could have a column on the far left to number the items sequentially to facilitate following along in the discussion. Town Administrator Selectman Adams asked Desruisseaux said she would add that. BIIDGET Library Budget ATIONS Chairman Mike Lawler, Vice Chair Suzanne Riel for the Library Board of Trustees, Chairman and Library Director Dianne Hathaway presented. PageT of12 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2015 Director Dianne Hathaway provided a snapshot of library services over the past year. On average 53 new card holders are added every month. In2014 they added 625 new card holders to their database. Without adding money to their budget, they've maximized the library services by continuing to borrow and circulate books from the public schools. We openly share material in their library consortium. Some items are floating, meaning they stay with us rather than being sent back to the floating library. Home delivery service serves 12 members-2 in home and 10 at the Hillsborough County Nursing Home. The Library impacts every age with collections and special events. 20 14 was their busiest year ever. This sunìmer 41 6 children and teens signed up for the summer reading program. We offered 53 programs and events. We also offered a summer program for adults. We keep busy with programming and books, but some customer service gets lost in the shuffle. We assist people with registering with online classes and proctor their exams when the times come. People come to the Library to print their boarding passes. We help people looking for employment with writing cover letters, resumes and other job related tasks. In June the Library was awarded the Lloyd Green Humanity Achievement Award by the Goffstown Network for our outreach in the Goffstown Community. The 2016 Budget, as approved by the Library board of Trustees represents a 2.55Yo increase over the 2015 Llbrary Budget. This supports modest increases in a few lines. Selectman Adams asked who Lloyd Green was. Director Dianne Hathaway said he was one of the first original founders of the Food Pantry. He was the impetus for the Grow a Row program. Vice Chair Suzanne Riel said regarding the wage items, they do expect a decrease because of turn-over of two long-time associates. But we don't have that number yet. Chairman Georgantas said the 2.55% increase is based on the old staff,rng. Vice Chair Suzanne Riel said it is. She said the tuition line has a slight increase. This is that staff member's final year and it does follow the Town's Personnel Policy. We are looking at an increase in books and publications, mainly for digital and downloadable material. Furniture and Fixtures is also an increase. In the past we received generous donations. But we can't rely on that and some needs to be replaced. Library Chairman Mike Lawler said that number is currently $350 and that doesn't go far. Vy'e have had to over spend that line. Vice Chair Suzanne Riel said there are minor increases in computer costs. Heating oil is an aveÍage determined by the Town but we decided to add to it because we have had to overspend. Chairman Georgantas asked about the decrease in cost of heating oil. Chairman Mike Lawler said the concern is when we have an incredibly cold year we have to pull something from another line item because it wasn't adequately budgeted. We're talking $400 and it doesn't bring you far. Town Administrator Desruisseaux said our rate is based on our heating season, not the calendar year. In the fall you may have different rates. Vice Chair Suzanne Riel said electricity is a 5Yo increase by Town formula. The Telecommunications includes the recommendations to go from copper to hber. Director Dianne Hathaway said it's a conversation she's having with Brian and Neil in the IT Department, so she put the increase in now. Vice Chair Suzanne Riel said Programming includes a $1,000 increase. We are looking to do some programming outside of our building. GMILC is based on demand usage growth and is an estimatedl.T% increase. Chairman Mike Lawler said GMILC is a consortium they belong to that lets them borrow books and material from another library. It's like a computer just sitting on your Page 8 of 12 desk top and a GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2015 computer connected to the internet. V/e get a lot of bang for our buck with have the final numbers on the wage line, we do expect a decrease. GMILC. When we Fire Department Budget Chief O'Brien provided handouts of his presentation to the Board. He anticipates it will be provided online for those interested. Pages 2,3, and 4 gives an idea of how the Fire Department works-3 stations, 3 ambulances, 2 utility pick-ups, 2 rescue boats, a utility trailer, 4 engines, I tower ladder truck, and 1 squad unit. As for personnel, we operate with a Deputy Chief of Operations and Training, who will be speaking later. We are recruiting for a full-time Fire Fighter/ EMT/ Paramedic. It will fill two vacancies that were vacated through retirement. V/s have 67 call personnel. Our population hasn't increased beyond 18,000 and our population is older. Increase for service calls is increasing. Page 5 is the budget dashboard where we look at past and proposed budgets, and the change between the 2015 and 2016 budgets. The Fire budget has an increase of 1.5%o and the EMS budget has an increase of .4o/o. Emergency Management has an increase of $1,835, equating to 46.8%. Page 6 is the personnel costs. Many are related to contracts, Medicare retirement changes, and workers compensation and benefit changes. That equates to $23,815. Regular wages part-time was initially $136,346. It was reduced to $100,000 in 2015. He's requesting $113,046 for their increase in the average rate that is slowly creeping up over time. Special Detail wages was doubled in anticipation of an increase in special details because of the elections coming up early next year. Overtime was adjusted. We know how many hours we need to cover by overtime. That rate has been adjusted downward with recent retirements of senior personnel. The longevity line has also gone down because of retirements. Chief O'Brien addressed operational costs. Physical examinations had a signihcant increase because of substantial rate changes with their vendor. That has triggered a search for another vendor, but we won't know for about a month. Training expenses reflects training costs for courses for fire fighters. This past year we saw six of our call firefighters get hired elsewhere and that gave us a big void. We have new members to train and send to school. The largest part of the Operating supplies expense increase is the replacement of the rescue airbag system. It's designed to lift heavy objects. Those we have no\À/ were purchased in the early 1990's and they only have about a 20 year life span. Hose expenses include phasing in new nozzles for each truck. Eachnozzle can cost up to $1,000. We are looking to do one apparatus per year. SCBA equipment repair is because we don't know the status of the upgrade of the SCBAs. The change is the fact that we have to send these older units out and it costs about $500 to replace the electronics. It will still take time to make the purchase of the new SCBAs if the budget is passed. We'll have these units for the better part of nextyear. There are substantial decreases in commodities such as diesel fuel, gasoline, propane and electricity. For fleet maintenance we try to check a three year average for each of the apparatus. V/e adjust from there and that is why you see a slight decrease. Newer vehicles have helped keep that aveÍage lower. Tires have a substantial increase because we have to increase a number of tires on one of our larger apparatus-Tower I purchased in 2009. Equipment maintenance Page 9 of 12 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2015 has a $2,000 adjustment. When we switched to MUNIS there \À/as an Opticom Repair line. That was adjusted to be placed in the Equipment Maintenance line. When we went to default, it was never maintained in that line. So the $2,000 designated for Opticom Repair evaporated, in a sense. We want to make sure that $2,000 is in the Equipment Maintenance line for the Opticom maintenance and repair. We had a vendor in today repairing several of the units. Facility Repairs includes installation of water bubblers at two stations and to look to do roof repairs at Station 17. We hope to get the roof done this year but are watching the budget to see if we can squeeze it in. The Fire Hydrant and Cistem line increased a little because of a rate increase with Manchester Water Works. Chief O'Brien reviewed the EMS lines. The EMS budget is drawn from the EMS Special Revenue Fund, supported by the revenue we maintain through patient transports. It's not maintained at all by tax funds. We increased regular wages for part time. Special duty was also increased due to special events coming up. Professional dues was adjusted because we no longer needed to pay some times. We are looking to revisit the rate increases. The training costs have gone up. Operating supplies are those not replaced by hospitals when we drop off patients. So we are on the hook for maintaining what is state mandated. There is an adjustment under Telecommunications and under Radios. Vy'e are looking to purchase a new ambulance in 2016 and we like to put in a new radio in our new units. We keep the old radios for parts. Diesel fuel was adjusted with the new rate. Fleet maintenance was adjusted to reflect the three year average. Even if we do get the new ambulance funded, it may take up to one year to get the ambulance built. We'll have to maintain the older unit we have. Equipment was adjusted. It fluctuates every year depending on the equipment we plan on using. Chairman Georgantas clarified they are staying with three ambulances, and not going with four. Chief O'Brien said they are staying with three. Emergency Management lines had a change in professional dues. Employee Development includes $400 for training in Emergency Management. His plan is to apply for training for certified emergency managers and for training needed for personnel. The equipment change is for supplies and equipment, which may be a status board for the EOC (Emergency Operations Center). The total Emergency Management increase was $1,835. Chief O'Brien reviewed the capital budget items. For EMS, they are replacing an ambulance. It is needed more now because we are busier. The current one has increasing problems. The two trucks we use front line tend to go down longer for maintenance and mechanical issues. The cost of the replacement is $230,000 with funding from the EMS Special Revenue Account. Selectman Adams asked if this is an example of the Houston-Galveston Consortium. Chief O'Brien said yes. The frames and masks of the Self-Contained Breathing Apparatus is to replace 38 obsolete SCBAs. It also replaces the rescue packs for fire packs and three locating receivers. The new packs have technology to locate downed fire fighters. The total request is $240,000. The jaws of life need to be replaced also. We currently have two sets. The oldest set was purchased in the 1980's and that will be replaced. The newer set is battery powered and has increased reliability. This is a tool we need more than ever because new construction is designed to crumple. The cost Page 10 of12 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2015 is $40,000 for one set. The next item was presented to CIP to replace an engine in20I6. The CIP moved that to 2017 and requested $225,000 be placed in the Capital Reserve Fund in 2016. The Capital Reserve balance at the end of last month was $343,000. He addressed the hre station improvement program. For a number of years they have been bringing it up that the fire stations need to be renovated. We had a proposal years go to renovate all three at once because there is a need. The warrant article didn't pass the super majority required. The CIP thought a phased approach was w¿uranted and phased funding also. The first station is the one on Church Street. It would include an additionalbay area and function areas, improved heating and plumbing, functional office and crew areas, removal of underground fuel tanks, removal of asbestos, lead, and PCB's, back-up EOC and communications, generator upgrade that would power the whole facility, additional training areas, and a vehicle exhaust removal system for the larger apparatus. This would add an additional 6,850 square feet of space. This request is $2,300,000 which could be funded through a bond, a loan, unused fund balance and grants. Selectman Adams asked if the underground fuel tanks was for heating oil. Chief O'Brien said it is. We have propane, and the tanks were buried ten years ago. The size is not that big. We use it to fuel the heating units in the bays and we constantly have to fill them up. Selectman Adams asked about the personnel costs, and special detail wages increase as related to the elections. Chief O'Brien said he anticipates at least one debate at Saint Anselm's, which will include a fire watch detail and EMT coverage. On top of that there will be other events we cover. This amount is reimbursed 700Yo, which is reflected in our revenues. Chairman Georgantas asked if the renovation is saving the old station to a certain extent. Chief O'Brien said it is saving the old station. We are also looking at making the windows and overhead doors more energy effrcient. There will be plumbing and electrical improvements also. The office will take over where there is an existing door for the ambulance bay. The space to the left will be for smaller vehicles, ambulances and the squad. Selectman Adams clarified that to the right of center, where the current office area is, will be all new building. Chief O'Brien said the archway is bumped out and creates an administrative pod in the center of the building. The addition is on the right. Now the ambulances and the squad have to squeeze through a ten foot bay and we have aYrinch clearance on each side from each mirror. V/e'll have to re-engineer those doors. We are trying to reduce the size so they don't have to be repaired so frequently. If you renovate more than half of the building, you have to bring the entire building up to code, which is cost prohibitive. He's trying to prevent that. The current building is sprinklered and has a fire alarm system and so will the new building be sprinklered with a fire alarm system. Special Articles Town Administrator Desruisseaux asked if the Board would like presentations made on the special articles next week before you start your deliberations. We are talking about the Main Street Program, Crispin's House and the Conservation Commission. The Board's consensus was yes. Town Administrator Desruisseaux asked if they want presentations from the non-profits for their requests. Chairman Georgantas said they would address that next week. Page ll of12 GOFFSTOWN BOARD OF SELECTMEN MEETING OF SEPTEMBER 28,2075 7:38 pm Selectmøn Brown møde a motion to enter non-publíc session per RSA 9l-A:3 II (b) hiring. Vice Chairmøn Lemay seconded the motion. Roll Call Vote: Chaírman Georgantøsaye; Vice Chairman Lemay-øye; Selectman Adams-aye; Selectman Brown-aye. VOTE: 4-0-0. All infavor. Motion carries. 8:08 pm Vice Chairmøn Lemøy made a motion to exit non-public session. Selectman Brown seconded the motion. VOTE: 4-0-0. All infavor. Motion caruies. Vice Chsirman Lemøy møde ø motion to seal the minutes to the non-public meeting. Selectman Brown seconded the motion. Roll Call Vote: Chairman Georgantas-aye; Vice Chaìrmøn Lemay-øye; Selectman Adams-aye; Selectmøn Brown-aye. VOTE: 4-0-0. All ín føvor. Motion caruies. Vice Chøirman Lemay made ø motion to accept Chief O'Brien's recommendatìon for conditíonal offer of employment as discussed. Selectman Brown seconded the motion. Roll Call Vote: Chairmun Georgantas-aye; Vice Chairman Lemøy-aye; Selectman Adøms-aye; Selectman Brown-øye. VOTE: 4-0-0. AII infavor. Motíon caruies. 8:10 pm Selectman Brown møde a motíon to adjourn. Vice Chairman Lemay seconded the motíon. VOTE: 4-0-0. All infavor. Motion carries. Respectfully submitted, Gail Labrecque Recording Secretary Subject to approval by the Board of Selectmen. Page 12 of 12 University of New Hampshire E ?b EIV Technology Transfer Center Kingsbury Hall #W220 33 Academic Way Durham, NH 03824 V:603.862.2826 / 800-423-0060 (NH only) F:603.862.0620 TN:7.7 .7 (Relay NH) September 22,2015 www.t2.unh.edu Board of Selectmen Town of Goffstown 16 Main Street Goffstown, NH 03045 Re: I New Hampshire Roads Scholar Roads Scholar Frogram Dear Sirs and Madams It is our pleasure to inform you that Ryan Kenney has achieved the status of Roads Scholar One. The T2 Center has created the Roads Scholar Program to recognize various achievement levels in our educational program for people who work in public works. first achievement level of the four levels in the Roads Scholar Program. It is distinguished from the other levels by requiring the completion of 25 contact hours, at the learner's discretion. The typical training session yields five hours of contact, Roads Scholar One is the therefore an individual must typically attend fÏve one-day workshops to reach the level Ryan has completed. On behalf of the Technology Transfer Center, I am pleased to notify you of the extra effort and commitment that Ryan has demonstrated in order to achieve this status. He deserves to be congratulated for his persistence and drive to maintain a leading edge in the field of local road maintenance and construction. Sincerely, ilaLTAP Director /acb cc Ryan Kenney The UNH Technology Transfer Center is sponsored by the Federal Highway Administration and the New Hampshire Department of Transportation. One of the missions of the Technology Transfer Center is to provide educational support for the people who build and maintain the nation's infrastructure. 2015 Drawdown of Glen Lake/Greggs Falls Piscataquog River NH DES has announced the annual fall drawdown of lakes and ponds controlled by dams owned by NHDES. This year Glen Lake/Greggs Falls on the Piscataquog River will be lowered starting Oct.25,2Ol5. It will be lowered by 1.5 feet from its normal fulI depth. Lake drawdowns are conducted each fall to reduce winter ice damage to shoreline properties and to reduce spring flooding. Drawdowns also give property owners an opportunity to conduct any necessary repairs to their waterfront property, provided they first secure a permit from the NHDES V/etlands Bureau at (603) 271-2147. Generally, lake levels are allowed to return to the normal fullpond level in the spring. r{ Town of Goffstown DEPARTMENT OF PUBLIC WORKS Memorandum To: Board of Selectmen From: Adam L. Jacobs, Director of PublicWorks CC: Sue Desruisseaux, Town Administrator Re: REQUEST TO CUT TREE AT 371 SHIRLEY HILL ROAD The Department of Public Works was made aware of a dead hemlock tree in the right-of-way at#371 Shirley Hill Road (Oak Rise Farm, near the intersection of Magnolia Drive). I have verified thatthe tree is in fact dead, and would pose a threat to the traveling public if il were to fall into the road. The tree is largerthan 15" circumference, and therefore subject to normal state law regarding tree removal in roadside rig htsof-way. Shirley Hill Road has been dedicated as a Scenic Road and use of town forces to remove a tree requires either prior public hearing and approval by the Planning Board qf approval as a public nuisance by the Board of Selectmen (RSA 231:158, lland 231:145-146). The property owner, Mr. Yianakopolos, has indicated that if the Board of Selectmen do not allow the DPW to remove the dead tree as a public nuisance, he will remove it hímsetf (as authorized under RSA 231:158, lV) and avoid the public hearing prooess at the Planning Board. Due to the limited road shoulder in this area to allow safe work, and the fact that the tree is within the right-of-way, I recommend that this tree be declared a public nuisance and the Board of Selectmen give authorization to the DPW to remove said tree. @I ELM STREET, GOFFSTO\¡/N, NH 03045 497-3617 FAX (603) 497-5700 www.goffstown.com Public Worts (603) Section 231 145 Removal of Certain Hazardous Trees. Page I of I TITLE XX TRANSPORTATION CHAPTER 231 CITIES, TOWNS AND VILLAGE DISTRICT HIGH\ryAYS Trees and Roadside Growth Section 23lzl45 23tzl45 Removal of Certain H¡zardous Trees, -Notwithstanding the provisions of other sections of this subdivision and subject to the provisions of RSA 231:157 and RSA 231:158, the commissioner of transportation on class I and III highways, and state maintained portions of class II highways, and the governing bodies of cities and towns and the county commissioners for unorganized places on class IV, V, and VI highways and town maintained portions of class II highways may declare any tree, either alive or dead, situated within the limits of highways, roads, or sheets to be a public nuisance by reason ofdanger to the traveling public, spread ofhee disease, or the reliability of equipment installed at or upon utility facilities authorized under RSA 231 :160 or RSA 231:160-a, After such declaration by such authority and notice to the abutting landowner on whose property such tree is located the said authority shall within a reasonable time remove the same without compensation or cost to the abutter. However, no such declaration and notice shall be required when the delay entailed by such declaration and notice would pose an imminent threat to safety or property, including elechic transmission and distribution lines. Nothing in this subdivision shall be construed to relieve the public utilify companies of their accepted responsibility of tree trimming and tree removal for the protection of their lines, or for the construction of new lines, or to alter the provisions of RSA 231:150-182 in any manner. The state and municipal authorities may require of the public utilities owning lines which pass through or near a ffee or trees which are condemned for removal as a public nuisance to assist in their removal at their expense by either the temporarT removal of their lines or by causing to be removed at their expense the top portion of said tree or trees from a point below their lines. Source. RSA 253:6- a. 1959,135:1. 1981,87:1. 1985,402:6, I(bX3). 1991,134:1, eff. July 19, 1991. 2009,267:2, eff, Sept. 14,2009,2012,24:5,eff. May 2,2012.2015, 89:1, eff. Aug. 4,2015. http://www, gencourt, st¿te.nh.uVrsa,4r tml/X)U23 L /23 I -l 45 .htm 10/y20r5 Section 23 I :l 46 Notice. Page I of I TITLE XX TRANSPORTATION CHAPTER 231 CITIES, TO\ryNS AND VILLAGE DISTRICT HIGH\ryAYS Trees and Roadside Growth Section 231¿146 23ltl46 Notice. -Notice to the abutting landowner of a tree declared a public nuisance shall be given by delivery at his place of residence or by sending by registered mail to his last known address and it shall clearly state the intention of removal of such tree. He may appeal to the superior court as to the validity of such declaration within 30 days of delivery or mailing of said notice, and shall be entitled to a speedy hearing. The final judgment upon every appeal shall be a deøee dismissing the appeal, or vacating the declaration complained of in whole or in part, as the case may be; but in case such declaration is wholly or partly vacated the court may also, at its discretion, remand the matter to the said department, city, county, or town for such further proceedings, not inconsistent with the decree, as justice may require. Following expiration of the aforesaid 30-day period of appeal, or following waiver of said right of appeal, the abutting landowner is relieved of any liability or responsibility in connection with the tree or trees declared a public nuisance and similarly is telieved of any liability or responsibilþ in connection with any stump or stumps left remaining. Source. RSA 253:6-b, 1959, 135:1. 1981, 87:1, eff. April 20, 1981. http ://www. gencourt. state. nh. us/rsa/htmllXX/ 23 I / 23 I - 1 46.htßL r0l1t20r5 Section 231:158 Effect of Designation as Scenic Roads, Page I of2 TITLE XX TRANSPORTATION CHAPTER æT CITIES, TOWNS AND VILLAGE DISTRICT HIGH\ryAYS Scenic Roads Section 231:158 - 231:158 Effect of Designation as Scenic Roads. I. As used in this subdivision, "tree" means any woody plant which has a circumference of 15 inches or more at a point 4 feet from the ground. IL Upon a road being designated as a scenic road as provided in RSA 231:157, any repair, maintenance, reconstruction, or paving work done with respect thereto by the state or municipality, or any action taken by any utility or other person acting to erect, install or maintain poles, conduits, cables, wires, pipes or other structures pursuant to RSA 231:159-\89 shall not involve the cutting, damage or removal of ftees, or the tearing down or destruction of stone walls, or portions thereof, except with the prior written consent of the planning board, or any other official municipal body designated by the meeting to implement the provisions of this subdivision, after a public hearing duly advertised as to time, date, place and purpose, 2 times in a newspaper of general circulation in the area, the last publication to occur at least 7 days prior to such hearing, provided, however, that a road agent or his designee may, without such hearing, but only with the written permission of the selectmen, remove trees or portions of trees which have been declared a public nuisance pursuant to RSA 231:145 and 231:t46, when such trees or portions of such trees pose an imminent threat to safety or property, and provided, further, that a public utility when involved in the emergency restoration of service, may without such hearing or permission of the selectmen, perform such work as is necessary for the prompt restoration of utility service which has been intemrpted by facility damage and when requested, shall thereafter inform the selectmen of the nature of the emergency and the work performed, in such manner as the selectmen may require. III. Designation of a road as scenic shall not affect the eligibility of the town to receive constuction, maintenance or reconstruction aid pursuant to the provisions of RSA 235 for such road. IV. Designation of a road as a scenic road shall not affect the rights of any landowner with respect to work on his own property, except to the extent that trees have been acquired by the municipality as shade or ornamental trees pursuant to RSA 231:139-156, and except that RSA 472:6limits the removal or alteration of boundary markers including stone walls. V. A town may, as part of a scenic road designation under RSA 231 :I57 or as an amendment to such designation adopted in the same manner, impose provisions with respect to such road which are different from or in addition to those set forth in this section. Such provisions may include, but are not limited to, decisíonal criteria for the granting of consent by the planning board or other designated municipal body under paragraph II, or protections for trees smallet than those described in paragraph I, designated for the purpose of establishing regenerative growth along the scenic road. VL Any person who violates this section or any local provision adopted under this section shalt be guilty of a violation and shall be liable for all damages resulting therefrom. http://www.gencourt.state.nh.us/rshtml/XXl23 I /23 I - 1 5 8.htm r0lll20rs Section 23 I :158 Effect of Designation as Scenic Roads. Source. RSA 253:18. 197I,455:1. L973,586:2. 1981, 87:1. 1983, 122:2. Page2 of2 t99I,134:3,4. 1992,160:2, eff. July 5,1992. http ://www.gencourt.state.nh.us/rsa/trtml/XX/231 /23 I -1 5 8.htm l0nl20rs o 1c S PROGRAM,INÇ 7 Main Street, Goffstown, NH 03045 603.497.9933 [email protected] www. goffstown m ai nstreet. o rg To: Town of Goffstown, Board of Selectmen Event Permit Request for: Goffstown Giant Pumpkin Weigh-Off and Regatta Dates: October 17 -18, 2015 The Goffstown Main Street Program's Giant Pumpkin'Weigh-off and Regatta is to be condúcted in the same fashion as previous years. Schedule: October 17 :30 a.m. set up begins. Non-profit organizations and no more than 5 commercial vendors will set up booths in the Main Street area, on lawns, the Common, Rotary Park, Lions Club popcorn stand park, Weilbrenner park, Town Hall brick plaza, Church Street park, and in private driveways. Businesses in the district will set up in front of their own places of business. S O 9 a.m. Event opens to public - lI a.m. giant pumpkins arrive to be weighed on Common. Trucks will queue on Church Street to be slotted into parking spaces in front of Common. V/ill need police assistance at 9 Common. 8:30 a.m. Noon - 4 p.m. Town Hall opened for Art Show-off - 4 Mill Street closed for pumpkin boat building 4:00 p.m. booths close l8 Sundgv- October , 10:30 a.m. set up begins as above. Noon - Event opens to public Noon-4 p.m. Mill Street closed 9:00 a.m. 0 - 3 p.m. Town 3 p.m. Regatta in river Hall opened for Art Show-off and catapulting Sue Desruisseaux Meghan Theriault Tuesday, September 22,2015 12:51 PM Sue Desruisseaux Adam Jacobs; Eric Gustafson TE Grant 16029 - Pursue Change Order Costs from VHB PartialVHB Contract to BOS.pdf From: Sent: To: Gc: Subject: Attachments; Sue, Per the request ofthe Board, Adam and I have looked into the Engineering Contract regarding the question over change order expenses due to errors/omissions by the design engineer, VHB. Please see attached Sections 14, 76 and 19 of the VHB Contract Terms and Conditions and information below related to this discussion: . Only Change Order #3 (value 516,640 - Town portion 53,328) and Change Order #4 (value Szsg $ZS9) were due to errors and omissions on the plans by our design engineer VHB. ¡ Chanse Order#3 - lt is possible that the bid price for humus might have been lower if the original bid specs included the full 700 CY quantity. During negotiations, we were told by the contractor that the S32/CY price was based on using allon-site material, where some of the material must be purchased and delivered now with the higher quantitiy. For this exercise I will assume a conservative S25/CY - which results in a savings to the Town of < 51,000. This is arrived by calculating (700cy x S32lcy) - (700cy x $25lcy) = 54,900, Then 20% of 54,900 is 5980 which is the Town Share. lf we are then looking to split this additional cost with VHB that is S¿90 each. o Chanse Order #4 - The increase in foundation design is required by the project and was identified prior to any construction or fabrication, therefore we do not feel as though there are any costs to recuperate on this change - Town portion order. Greg Bakos, VHB Project Manager, is on vacation until Sept 28th so he is not available to meet with, but I can draft up a letter to him if the BOS would like us to pursue Change Order #3 further. The response that we anticipate from VHB is that: o o They did complete the plans with the proper "Standard of Care" per the attached contract. The íncreases to the humus quantity and foundation size, if correct at the time of bidding, would have been part oftheplansandspecs. Meaning,thisitemwasrequiredaspartoftheprojects'originalscopeofworkandisnot a new/additional item. ¡ There have been no "lost or wasted monies" related to these change orders or work done by the contractor that wasn't needed. Meaning, no work has been or will be redone or removed by the contractor. Allwork being performed would have to be done even if these errors and omissions were incornorated correctlv into the bid plans and specs from the beginning. Again, lam morethan happyto write a letterand meetwith Greg Bakosof VHBto discussthis matter. lcan also forward this email onto Attorney Drescher if the BOS would like his input first. After thinking this through since last night and discussing this with Adam, Trail contributionl from VHB. Again, some assumptions were made to get to that value, so we are open to any thoughts you or the Board members might have. We will wait to hear back from you before moving forward on this matter. Thank you. Meghon Therioult, P.E. Town Engineer 1 PART II VANASSE HANGEN BRUSTLIN, INC. TERMS AND CONDITIONS OF AGREEMENT The engagement of Vanasse Hangen Brustlin, Inc. (VHB) by Client is under the following terms and conditions. These terms and conditions are an integral part of the collective Agreement between Client and VHB. 1 The fee estimate for the proposed Scope of Services is valid for 60 days from the date of Proposal. 2 Payment to VHB is the sole responsibility of signatory of this Agreement and is not subject to third party agreements. 3. All schedules set forth in the attached Scope of Services commence upon receipt of a signed Agreement and, if requested, a retainer. All retainer amounts will be applied to the last invoice. A RETAINER OF $ -O- IS REQUIRED BEFORE SERVICES CAN COMMENCE UNDER THE AGREEMENT. writing 4. Requests for additional services and any associated fee adjustment must be authorized in before additional services can begin. 5 hrvoices will be rendered monthly and become due upon receipt. Any invoice outstanding for more than 30 days after date of invoice will be subject to a financing charge of 1,-1,/2 percent per month. 6 Should it become necessary to utilize legal or other ¡esources to collect any or all monies rightfully due tor services rendered under this Agreemenf VHB shall be entitled to full reimbursement of all such costs, including reasonable attorneysr fees, as part of tl-ris Agreement. 7 Invoice payments must be kept current for services to continue. If the Client fails to Pay any invoice due to VHB within 45 days of the date of invoice, VHB may, without waiving any other claim or right against Client, suspend services under this Agreement until VHB has been paid in full all amounts due VHB andf or any of its Consultants and Subcontractors. Sealed plans, final documents, reports, and attendance at meetings/hearings will not be provided unless payment for services is current. If VHB is performing services for the Client under multiple projects, invoice payments must be kept current on all projects for services hereunder to continue. Client acknowledges VHB's right to suspend services and withhold plans and documents, as provided above, if payments are not current on all projects. If services are suspended for 30 days or longer, upon resuming services VHB shall be entitled to expenses incurred in the interruption and resumption of its services. If services are suspended for 90 days or longer, VHB shall be entitled to expenses incurred in the interruption and resumption of its services and fees for remaining services shall be equitably adjusted. The parties agree to coordinate invoices to assute timely payment. Among other things, VHB's project managet and Client's representative will confer as often as reasonably necessary about any issues that arise involving invoicing and collections. Client's representative will contact VHB's project manager forthwith upon receipt of an invoice about any questions or issues l9 concerning invoiced amounts. If Client's representative and VHB's project manager are unable to resolve any questions or issues, Client's representative will line item any disputed or questionable amount and pay VHB. VHB, at its option, may revise and resubmit disputed amounts at a later date. 8. VHB agrees to carry the following insurance during the term of this Agreement: a Workmen's Compensation and Employer's Liability Insurance in compliance with statutory limits. a Comprehensive General Liability Insurance including Products Completed, Contractual, Property, and Personal Injury coverage with combined single limits of $1,000,000 per occurrence and $ 2,000,000 in the aggregate. o Professional Liability Insurance with a limit of $1,000,000 per claim and in the aggregate a Automobile Liability Insurance including non-owned and hired automobiles with a combined single limit of $1,000,000 per occurrence. Certificates of insurance will be furnished upon request. If the Client requires additional insurance coverage, and it is available, Client agrees to reimburse VHB for such additional expense. 9 The Client and VHB shall at all times indemnify and save harmless each other and their officers, and employees on accourt of any claims, damages, losses, litigation, expenses, counsel fees, and compensation arising out of any claims, damages, personal injuries andf or property losses sustained by any person or entity, to the extent caused by the negligent acts, errors or omissions of the indemnifytngparty, its employees, or subcontractors in connection with the Project, and/ or under this Agreement, 10 VHB shall not be responsible for failure to perform or for delays in the performance of services which arise out of causes beyond the control andf or without the fault or negligence of VHB. 11. VHB shall be entitled to rely on the accuracy and completeness of data, reports/ surveys, requirements, and other information required to be provided by Client under this Agreement. 1.2. Client agrees to the fullest extent permitted by law, to indemnify and hold harmless VHB, its officers, employees and sub-consultants from and against any and all claims, suits, demands, liabilities costs, including reasonable attorneys fees and defense costs caused by, arising out of or in any way connected with the detectiorù presence/ handling, removaf abatement, or disposal of any asbestos or hazardous or toxic substances, products or material that exist on, about or adjacent to the job site. 13. VHB's services will be performed on behalf of and solely for the benefit and exclusive use of Client for the limited purposes set forth in the Agreement. Client acknowledges that VHB's services require decisions that are not based upon science, but rather upon judgmental considerations. Client may not delegate, assign, suble! or transfer its duties or interest in this Agreement without the written consent of VHB. 't4. In the performance or furnishing of professional services hereunder, VHB, and those it is responsible for, shall exercise the degree of skill and care customarily accepted as good 20 professional practices and procedures by members of the same profession currently practicing under similar conditions in the same locality ("Standard of Care"). Consistent with this Standard of Care, the services shall conform to applicable laws, codes, ordinances, and regulations of any governmental agency having jurisdiction over the project, at the time services are rendered. VHB shall perform its services as expeditiously as is consistent with the Standard of Care and with the orderly progress of the Work. 15. 1.6. VHB shall not be required to sign any documents, no matter by whom requested, that would result in VHB's having to certify, guaranty or warrant the existence of conditions whose existence VHB cannot ascertain. Any certification provided by VHB shall be so provided based on VHB's knowledge, information, and belief subject to the preceding sentence, and shall be given in VHB's professional opinion consistent with the Standard of Care. VHB shall be compensated for any work necessary to verify project compliance with regulatory standards for purposes of such certification. CHent hereby agrees that to the fullest extent permitted by law, VHB's total liability to Client and any persons or entities claiming by, through or under the Client, for any and all injuries, claims, losses, expenses, or damages whatsoever arising out of or in any way related to the Project andf or this Agreement from any cause or causes including, but not limited to VHB's negligence, errors, omissions, strict liability, statutory liability, indemnity obligation, breach of contract or breach of warranty shall not exceed $50,000 (fifty thousand dollars). 17 All documents including Drawings and Specifications (whether in hard or electronic form) prepared by VHB pursuant to the Agreement are instruments of service with respect to the Project. They are not intended or represented to be suitable for reuse by the Client or others on extensions of the Project or on any other Project, Any reuse by Client or a third Person or entity authorized by Client without written verification or adaptation by VHB for the specific purPose intended will be at the Client's sole risk and without liability or legal exposure to VHB; and the Client, shall release, indemnify and hold harmless VHB from all claims, damages, losses and expenses including attorneys' fees arising out of or resulting therefrom. Any such verification or adaptation will entitle VHB to additional compensation at rates to be agteed upon by VHB and the third person or entity seeking to reuse said documents. If any information hereunder is provided in electronic format, Client recognizes that such plans, documents or other information recorded on or transmitted as electronic media, including CADD documents ("Electronic Documents") are subject to undetectable alteration, either intentional or unintentional, due to, among other causes, hansmission, conversion, media degradation, software error/ or human alteration. Accordingly, the Electronic Documents are provided to Client for informational purposes only and not as record documents. 18. To the extent permitted by law, VHB retains the copyright in all written work products, including plans, specifications, calculations, computer programs/ and computer generated materials in any form, produced in connection with the work under this agreement unless otherwise agreed to in writing by an authorized VHB representative, Subject to Term No. 17 above, VHB licenses to Client the use of all written work products, including plans, specifications, calculations, and computer generated materials in any form, produced in connection with the work under this agreement on a non-exclusive basis, 19. All questions in dispute under this Agreement shall be submitted to non-binding mediation. On the written notice of either party to the other of the election to submit any dispute under this Agreement to mediation, each party shall designate their representative and shall meet within ten 2l (10) days after the service of the notice. The parties themselves shall then attempt to resolve the dispute within ten (10) days of meeting. Should the parties themselves be unable to agree on a resolution of the dispute, then the parties shall proceed with mediation in accordance with the mediation rules of the American Arbitration Association. The cost of mediation shall be borne equally by both parties. This process shall be considered as a condition precedent to moving to a more formal or judicial process. 20. Notwithstanding any other provision of this Agreement, neither party shall be liable to the other for any incidental, special, indirect or other consequential damages incurred due to the fault of the other party regardless of the nature of the fault or whether it was committed by the Client or VHB, or their employees, sub-consultants, or subcontractors. Consequential damages include, without limitation, liability for loss of use of the Project or existing property, loss of profits, loss of production or business interruption; however, the same may be caused. 21 In entering into this Agreement, Client has relied only upon the representations set forth in this Agreement. No verbal warranties, representations, or statements shall be considered a part of this Agreement or a basis upon which the Client relied in entering into this Agreement. No statements, representations, warranties, or understandings, unless contained herein, exist between Client and VHB. 22. Nothing contained in this Agreement shall create a contractual relationship with, or a cause of action in favor of, a third party against either the Client or VHB. VHB's services under this Agreement are being performed solely for the benefit of the Client and no person or other entity shall have any claim against VHB because of this Agreement. In addition, nothing herein shall be construed as creating a contractual relationship between the Client and any VHB employee, representative or consultant. The Client agrees that in the event of a dispute regarding this Agreement or the services rendered by VHB hereunder, the Client shall only seek recourse against VHB and waives any right to pursue a claim against VHB's individual directors, officers or employees. 23 Any taxes or fees, enacted by local, state, or federal government and based on gross receipts or revenues, will be invoiced to and payable by Client as an additional amount due under this Agreement. 24 This Agreement shall be governed and construed in accordance with the laws of the Commonwealth of Massachusetts. 25 VHB's commitments as set forth in this Agreement are based on the expectation that all of the services described in this Agreement will be provided. In the event Client later elects to reduce VHB's scope of services, Client hereby agïees to release, hold harmless, defend and indemnify VHB from any and all claims, damages, losses or costs associated with or arising out of such reduction in services. 26 Client understands that the requirements of the Americans with Disabilities Act ("ADA") are evolving and will be subject to various, potentially contradictory interpretations and applications. VHB will use its reasonable professional efforts and judgment to interpret applicable ADA requirements and other federal, state and local laws, rules, codes, ordinances and regulations as they apply to the project, VHB cannot and does not warrant or guarantee that Client's project will comply with all ADA requirements or ADA interpretations. 22 OLD BUSINESS: Mtß. Date Item 5 ACT|ON MATRIX (started sltlltsl Description Schedule 04/13/7s Budget Transfers When CIP purchases are completed, BOS wants to transfer balances to the BOS contingency line; email sent to Dpeartment Heads on 9/25/75 TBD 05/Ls/7s Grasmere Town Hall Grasmere Town Hall - Sept. deadline to finish LCHIP project; - monthly updates provided in HDC Summary; weekly updates to be provided by Vice Chairman Lemay; - 8/3/!5 reguest for more info - what has been spent; what's left to be done; cost of fire escape repair; Update on Fire Escape? Discussion on9/28/L5 & apporvals to proceed - RFP for exterior maintenance on 3 sides approved 9/2!/15; due date L0/2O/L5; report back to BOS Sept. 2015 07/t3/ts 08/03/ts 0813L/ts os/28/Ls to/26/Ls 06/22/7s Sewer Schedule Meeting with Sewer Commission - wait until vacancy filled 06/22/\s EDC 07l2O/ts HR Schedule Meeting with EDC EDC 70/7175 Agenda - schedule for meetings with real estate developers and real estate agents; schedule meet¡ng with the BOS in Oct. for update Established sub-committee (Collis, Scott & Sue) re: placement on matrix; add CFF; Matrix 07/27lLs Ordinance Review 08/17/Ls 08124/Ls oe/28/Ls 08/24/Ls Dog Licensing & 09/28/Ls Civil Forfeiture 08/LO/Ls Pinardville o8/L7/7s 08/24/\s os/2Lhs os/28/ts Sept. 2015 met on 8/5/t5;9/76175 Special Event Permit Ordinance Rewrite - legal opinion sent to Police Chief Public Hearings Schedule: Re-write to BOS 8/24/L5 tL/2/ts and Ltlt6/L5 Vote Schedul ed for t7/30/L5 PD Making changes to ordinance based on 8i24/L5 BOS Mtg (electronic submission,review, signature) Board does not want to pursue an ordinance for soliciting at this time - proceed with Public Hearings for Special Event Ordinance Consider RSA 466:39 as possible solution to increase penalty for deliquent dog owners Reassigned to Town Clerks Office and Police Dept. to propose law change Schedule & Promote Meeting with Pinardville residents re: 9-1-1 issues - Fire Chief discussing potential solutions with E91-1. - 8/26/75 - FD & PD made PSA with GTV. - 8/28/tS Union Leader Article on the issue (Page 41, above the fold) - O9/2t/75 Chiefs report publ¡c awareness campaign has not worked; one more dispatch error for fire; TA reported on history; BOS directed TA to draft letters to USPS and residents - O9-28/L5 TA recommends meeting before sending drafts - tO/L/75 TA called USPS District Manager, awaiting response regarding meetinB ñ0