Town of Jackson, NH - Minutes of the June 19, 2007 Facilities Committee Meeting

Mr. Thompson opened the meeting recalling motion made at the 4/04/07 School Board meeting to develop a plan for a one-floor building and possibly looking into phasing in our more immediate needs on a fast track. He stated this group decided at the last meeting (May 29th) that that was not going to be feasible – we were not going to have a plan in place. Mr. Thompson provided an update of the School Board’s 6/18/07 meeting which included discussion of obtaining a portable; however, Dr. Nelson advised the Board that the use of the Building and Maintenance Fund to purchase or lease a portable is not possible - the fund was established strictly for maintenance and repair of the school building. It was reported that a portable would cost about $50,000 – about $20,000 for set up, and about $24,000 a year for rental.

Mr. Thompson stated there was also a motion approved to get an estimate for expanding the Principal’s office and the possibility of using the space underneath the safe. They also discussed getting an estimate for sound diminishing for the room adjacent to the K-1 room, 1^st floor. It is planned that the upstairs would be used for the 4^th grade class.

Mr. Kelley asked to get a clarification from the fire marshal’s office as to what we can and cannot do, noting he has an opinion as to what is acceptable, but also what the State will require that we do. Mr. Dougherty stated they talked about bringing the whole building up to code and it went nowhere. Mr. Kelley pointed out that the architect stated that will be an issue, and we have to have a clear statement on that or will be wasting a lot of time.

Mr. Dougherty said this is minimal to use the building for next year; the charge of this Committee will be where we go after next year. He said this year will bring the building up to code if nothing else; as far as getting direct communication between those two, that is something that we should do. Mr. Thompson stated part of the logic of the discussion at the Board meeting last night was that we do not have the capability to fast track because we do not have a plan, and the question of whether it is really the right way to do this. Mr. Dougherty said if we do not have a plan for next summer, we really want to consider a portable for the 2008-09 school year - will it be a plan for addition to this building, and do we have to bring the building up to code, or opt for a portable and bring it to the voters in March.

Mr. Weeder questioned whether the fire door is all we need to do for now and the answer was yes. Mr. Dougherty stated if it is not up to code it is not safe. The best thing for this Committee to do is to get rolling on what we want to do for this building. Mr. Kelley said issues for Sept. are, is the building O.K.?, plus the educational side of it. Ms. Kebler said the decision is to put art and music in the next room. She has brought someone in who has expertise in sound diminishing. Ms. Kebler said it makes her nervous to put the 4^th grade upstairs with 15 kids, not knowing that it is safe for them. She would like someone other than the local inspector to say it is safe for them. Ms. Hill agreed that that is also a point of concern for the other staff members.

Ms. Hill questioned if we cannot get the money for the portable from the repair and maintenance fund, is there a way that we can do it? Dr. Nelson stated the town has to vote on it as they established that fund for a certain purpose; the attorney has looked at it and it is pretty clear it is not for anything other than that – it could go to a vote of the town for the authority to be able to use the money for something else, but it does not seem that there is another way with that fund. The Board is the custodian of that money and would have to hold a hearing, but in this case it is very specific that it is for maintenance and repair of the school building.

Mr. Bordash said he read through various town reports since 1996 and was under the impression that, initially, the fund was earmarked for the basement. Dr. Nelson stated in 1996 they took $10,000 out of forestry money and established a maintenance and repair fund. Subsequently money was raised in a warrant article and added to that fund. Mr. Bordash said there was also discussion in subsequent years of using that money for a portable, but that was shot down because of aesthetics. He said there had been earlier discussion of revisions to building improvements, development of teaching space, and he wonders whether there might be enough leeway in the interpretation. Dr. Nelson stated each of the articles that he has seen has referred back to that 1996 warrant article.

Mr. Bordash said the other thing is if the State Board of Education says “you have had three years and have not accomplished what we have given you three years to do,” and forces us into a situation where we would have to initiate proceedings for a town meeting. Mr. Thompson said portables and such questions will all be Board issues. This Committee is charged with developing a plan for a one-floor building that we can recommend to the School Board. We have to stay focused on that charge.

Ms. Kebler questioned if the cost estimate came in and the Board were to choose to expand the Principal’s office, would we have to bring the building up to code? Mr. Thompson said that is a Board question. It was Mr. Dougherty’s opinion that that is the kind of expansion we could not do without bringing the building up to code.

4. Update on Cost Estimate for Current One-Floor Plan: Mr. Thompson noted that the 11/27/06 floor plan was provided at the last meeting and Mr. Weeder had had some concerns that the number might come in significantly lower than what we have for an architect’s estimate, that $1.8 million based on the square footage numbers did not make a lot of sense. Mr. Weeder said if there are nine plans out there, maybe we should get a couple more. He said he feels the estimate that we were given is extremely high.

Mr. Dougherty reported the Whitney Foundation is still interested in using the school property; from a School Board standpoint that is a non starter and is certainly outside the scope of this Committee. From a political and practical standpoint, if we involve the Whitney Foundation, as of now we stand a likely chance of it being turned down by the voters. He said until things on that spectrum change, we do not even consider it. It is really important that the school fixes what the school needs. Mr. Dougherty stated as a resident, he feels we should look into doing that, but as a School Board member should not.

Mr. Thompson said, from a Facilities Committee standpoint, there were people who agreed to serve on the condition that this did not involve the Whitney Foundation. He said looking at the plan we got, it covers everything except the physical education space which is what the town hall is used for, and he would like to assume that physical education needs can be met somehow, but is not sure how to go about it. Mr. Kelley pointed out the Betty Whitney plan is done, should we say we need to revisit that we can take if off the shelf and rework it; in the meantime we should concentrate on the best plan we can get for the school.

Mr. Dougherty said on July 2^nd at 6:30 p.m. the Selectmen are getting together with a School Board member, the Betty Whitney Foundation people, and the library people. That will be a time when a lot of these issues can be discussed to see where we are going to go with it - we need input from the community to know what’s going to work.

Mr. Weeder said if everyone agrees this is everything we need, then we will plod ahead – the one-floor plan is costed out at $1.5 million. He requested a copy of all the plans for this Committee. Mr. Kelley said in the first 9 or 10 months we dissected all of these plans. He said the notes from April 2005 referred to Option #4 dated 12/7/05, a $1.8 million project which had everything. The staff developed a needs list which the architect took and developed this plan and came up with 2,360 sf of net space with no building for physical education or library, etc., which included space for special ed, guidance, occupational therapy, speech therapy, group instruction, music and art, food service, playground, nurses station and a conference room. Including State guidelines, it came out at 2360 sf - $1,800,600 down to $1,546,600. At $200 per square foot it was a good middle rule of thumb and included sprinklers, alarm system, architect fees, everything -complete project. Dr. Nelson was asked to search to see if there was a floor plan with that option. Mr. Kelley said we had in Oct. 2005 the space needs defined – he felt that would be a good place to start. He felt we should be able to take this plan, refine it, see if it is workable, and then get a more realistic budget.

Mr. Thompson said this plan was developed by the Footprint Committee that was trying to stay as close to the original footprint as we could get, and that floor plan was what we wanted to see costed out. This floor plan meets all of the current school needs as of November 2006; no one found it lacking for the educational needs of the kids. He said if we can get a starting point with a plan that meets all the student needs and is costed out with something that we have confidence in, then we may want to move forward. Dan Andrews said he feels we have a good place to start from with this.

Mr. Kelley wished to know where the Board is with Banwell. Dr. Nelson stated he has completed the work he has been asked to do to this point in time – we have no obligation. Mr. Kelley said it his belief we are never going to go anywhere with the State without an architect on board. Dr. Nelson agreed if the District wants to get any building aid, they will have to.

It was felt that every builder is going to have a different idea of how we are going to bring this into budget. Dr. Nelson commented that also we had a lot of meetings where we talked about type of construction, type of ceiling, type of roof. He said unless you are comparing them the same, price-wise they will be all over. Estimates were based on those kinds of discussions. Secondly, with the final estimate David Laurin went out and got another builder to see if he was on the money, and the only place the contractor felt he was low was in the site work, the rest he felt comfortable with. Mr. Weeder suggested this plan could be done for $1.5 million. He stated this is not really talking brick and block here. He agreed that Mr. Kelley’s point is valid – it is not high end expensive construction. Mr. Kelley pointed out it is not just the cost to build a building per square foot, it is other items built in – fees, contingencies, etc.

Mr. Thompson asked for members’ thoughts: Mr. Andrews said it is a place to start. Ms. McClave agreed. Mr. Stevenson said he would go with the refined number, but goes back to the question of the library – is that included and does it have to be? Mr. Thompson said the one-floor plan has a 1129 sf multi-purpose room designed to house music, art, and a library. Mr. Edgerly said he does not think costing it out would hurt, it would give better numbers to look at. Mr. Kelley said he would like to see what Dr. Nelson can put together from David Laurin’s notes on Option 4; also the kitchen came in as not being really large enough to do the job, and there is the question of the library.

Dr. Nelson stated we do not have David Laurin under contract. Mr. Andrews questioned what the cost of that might be. It was noted L.A. Drew did not charge the school; however, Mr. Laurin contracted with him to provide a separate estimate. Mr. Stevenson questioned by doing this if we put ourselves in any questionable position when we go out to bid to build? Mr. Weeder said he would ask in the estimate what the specifications are. Mr. Kelley questioned whether it would be giving them an indication they are on the inside track. Mr. Weeder said we are asking him to give us something. Mr. Kelley feels we need to get more specific. Mr. Weeder said in his experience in building houses, he feels $150 per square foot is high, at even $200 per sf it is very affordable. Ms. McClave pointed out the estimate included the demolition of the Trickey Barn. Mr. Kelley cautioned to not get hung up on the square footage of the building as your project cost. Mr. Weeder said we have a plan we all agree is what we want - he does not think we are at a point to say this is the plan. Mr. Stevenson questioned the cost of a 2300 sf house today. Mr. Weeder said at $200 per sf you would be getting a nice house. Mr. Stevenson said he feels $1.5 million is way out of line.

Mr. Thompson encouraged the Committee to keep an eye on the calendar, noting we have to refine these numbers at some point in time, or do we want to get more refined in these numbers? It was Mr. Dougherty’s opinion that we can do the calculation ourselves and he questioned whether we really need someone to do it. He said he feels there are too many variables in this, noting what you put in the building is what’s going to effect the cost – what kind of construction will it be?

Mr. Weeder said we want to be clear that this is the plan – we do not know that. Mr. Thompson questioned whether we are deciding as a Committee that we do not want to get this number more refined? Mr. Weeder suggested doing “one more volley,” noting we still have not addressed the need, are we comfortable about what we are after? Mr. Andrews said he feels the one we should go with is the $1.5 million plan.

Ms. Hill asked Ms. Kebler when this was being discussed whether the multi-purpose room was involved. Ms. Kebler stated it was discussed that in the music and art room there would be shelving to accommodate the library. As regards the kitchen, it would have to be whatever the State asked us to do. The motion carried by unanimous vote.

It was the feeling that there should be clarification from the Selectmen on what their intentions are with the town hall. Mr. Dougherty stated the word he has gotten is that they would like to have the town hall usable for the school based on what the needs are. For the school to use it would mean moving the building to where the skating rink is, adding a bathroom, and putting in heat. It is not usable the way it is now.

Ms. McClave noted the Historical Society sent a letter to the membership to poll them about the Trickey Barn. They would like it to use for demonstrations, etc. They have about $650,000 in assets. Mr. Dougherty said that is a great idea, but if it can be used for that space without disrupting what the school needs, fine. Mr. Weeder questioned whether the town is moving the building for the school? Mr. Dougherty said the way the building is now they will probably not be able to hold voting in that building in 2008. Where it is now it is impossible to add bathroom space. The Historical Society has expressed interest in keeping it where it is and taking the building over. By moving it, it gives the space to put in bathrooms and heating. Mr. Thompson said the sense is it was not worth putting the money into making it ADA compliant, adding bathrooms, etc.

7. New Business: Since some people were saying they did not know exactly what the needs were, Ms. Kebler provided a packet in which she had identified for the three committees the space needs for the building. Dr. Nelson questioned whether the committee is trying to resurrect Option 4. Mr. Thompson said they would like to know what’s out there from the option. Dr. Nelson said he would get back to the Board if there was going to be any cost involved in obtaining that information.