Town of Jackson, NH - Facilities Committee Minutes for November 13, 2007

3. Consider Options for Pricing and Moving Forward with Renovation Options: Mr. Thompson pointed out the hurdles overcome thus far, boiling down to two offerings for the School Board. He noted those plans will be up for approval on Nov. 19^th, but the Committee still has a lot of work to do - need to make a plan for the next steps, need to get firmed up on what exactly we are looking at, including the cost, and how we are going to make our presentation to the public in a responsible way. Mr. Stevenson questioned what the next step is if the Board does not accept our proposal. Mr. Thompson advised the School Board would determine the next step - whether they want us to work more on a particular plan, whether they will reject one or both plans, etc. He said he would expect within the next two months the decision will be made whether to have an offsite multi-purpose room, a multi-purpose room that is not connected to the building.

Mr. Thompson said it is his understanding there will be a motion made as regards the Whitney proposal at the Nov. 19^th School Board meeting. Negotiations have been on-going with the Whitney group, it is in front of the Board members asking them to weigh in on it between now and 7:00 a.m. Thursday (Nov. 15).

Mr. Thompson questioned what the members, as a Committee, feel we should be doing right now – what would be the next logical steps. Mr. Badger said we need to work on specifications because no one can give us a bid without them. Mr. Stevenson questioned whether specifications from the previous Facilities Committee are available to us. Dr. Nelson said the specifications were developed by the Building Committee with David Laurin and were included with his pricing; however, he would not assume that was included in this at all. He said they addressed such things as whether to use solid core doors or not. The square footage price Mr. Laurin used here is similar to the price he used there.

Mr. Bordash noted there was a third committee known as the Design Committee – the discussion dealt with the choice of building materials for exterior finish, roof, window sizes – the guide was something that would match our existing building outside. He said he is not sure whether the price of $280 per square foot was using that same guideline. Mr. Stevenson said if we are going to go out for a quotation we have to know what to give them for specifications and make sure we are legally covered before we ask for a formal bid. Mr. Bordash said our charge to David Laurin was that we would like the previously proposed addition to match in terms of what we have here. He suggested the architect could continue to do some math on that.

Mr. Thompson said he spoke with David Laurin today, who recommended that this Committee cull itself down, decide who would be on a design or steering group, and he would like to come back and get more homed in on exact specification with them. He said if that is what the Committee wanted him to do, he would be happy to discuss options as to public bid, etc. Mr. Weeder said if we are comfortable with the plan for specifications, it should not change a lot. Mr. Badger said we need to know from past experience what was inferior or superior. Mr. Bordash said the biggest thing was the thickness of the paint - it is very specific things – deals with the heating system, pressure testing, wiring, plumbing, the finish on the outside. He said it boils down to a Clerk of the Works to have someone ride herd on it. He stated the heating plant below this building is capable of heating the whole building – the old and the new. He feels there is value in having the two plants in the event one would fail. Presently it is running at 87% efficiency.

Mr. Bordash said there are some things we might want to look at, for instance, if we want to consider air conditioning, the HVAC is something we might want to look at. Mr. Badger questioned radiant heat. Mr. Bordash felt it is cool in a home, but there are multiple things to go wrong. Mr. Weeder felt it would hinge on whether we decide to cool or not. Mr. Badger questioned incentives on municipal buildings for going “green.” Mr. Thompson stated there is a consultation service out there and it would be responsible for us to look at.

As regards our work as a Committee and David Laurin’s recommendation that we put together a core group, it was felt that would be a valid next step forward. It was agreed the group would consist of Bill Kelley, Mike Weeder, Bob Stevenson, Dick Badger, Jon Edgerly (with Bob Thompson as alternate), George Bordash and Anne Kebler. Mr. Badger said we need to know from the staff what is needed in the offices for furniture; also need to talk about the outside – septic, playground, wetlands issue, etc.

Mr. Thompson noted that Mr. Laurin had asked that we pick some meeting dates that would work for us and submit to him on Nov. 14^th. Dr. Nelson reminded them the design team would have to meet all the way through construction. Mr. Badger said we have to be prepared to go in front of the town with a price tag, include State Aid, and show net cost. He felt getting specifications right away is critical. It was noted there are three areas to consider – outside site work, building, furniture and equipment. It was agreed the first meeting choice would be Thurs., Nov. 15^th, second choice Thurs., Nov. 29.

4. Consider Next Steps for Bringing Information to the Community: Mr. Badger suggested we have to point out one plan costs less because we are not going to provide a multi-purpose room. Mr. Thompson said it was his assumption that we are going forward with getting costs for both. Mr. Badger felt we also need a good rendering on this. Mr. Thompson agreed we want to wait until we finish the specifications phase and have more definitive cost on the two plans, and a rendering, before going out to the community.

Mr. Stevenson suggested we might want to consider having comparison of operating costs, including electric and heating system, and what type of system they would put in for the Whitney Center in comparison to what we will have here; perhaps provide a packet with the building as accurately costed out as we can get it, as well as a rendering and operating costs. Mr. Badger suggested we also should have a mission statement of why we are having to do this.

Mr. Edgerly reported he had met with the State, personally, last week. [Minutes of that meeting are to be made available.] Ms. McClave pointed out we need to be able to prove the need, we do not want an element of distrust. Mr. Edgerly said they did look at both plans, they both met the needs of what we are asking for.

It was agreed what is needed is specifications, cost, artist’s rendering, heating/ cooling system, mission statement on need, (Mr. Badger requested that include the rationale, how it is based on the school population), and a sheet depicting the operational cost for the renovation for the whole school.

Regarding operational costs, Mr. Stevenson said it should be based on exact electric bill for a year for this school, and the fuel costs for running this school and for the addition. Dr. Nelson said what they have done for every construction project is take the cost for this building presently, averaging it over a 3-year period, add projected figure. He said in this case they would say “X” number of square feet, the new addition would be a percentage greater than that, and come up with the operational costs. Mr. Stevenson said he wants the exact bills for electric, gas, oil, in separate amounts. Ms. McClave noted that NHEC has a deal for design for hot water heaters for residential and questioned whether that might be available for commercial. Mr. Stevenson said it is. Dr. Nelson said in the past, working with Mr. Laurin, they have said they would like to accept the philosophy of “green” building. He will ask David about that.

5. Citizens Comments: Mr. Dougherty said he hopes at the School Board meeting on the 19^th they will have a much clearer direction on where we are going with this. He said as regards selling it to the public, he does not discount about what the State says exactly we have to do; however, as regards the need for this facility, it has nothing to do with the State. He said redesigning the upstairs does not make sense. As regards the logistics of this building, these are spaces that we need to make it better for the children. Ms. McClave stated that is the type of information that needs to be included in the mission statement. Mr. Dougherty offered to work with Ms. Kebler to develop that.

Dr. Nelson said we will have a clear direction after Monday night of which way we are going. If the Board accepts the gift from the Whitney Foundation it will be Option H, if not, it will be Option B. Mr. Thompson said we had discussed having both of these projects costed out to give the community a much clearer picture of cost comparisons between the two, and he would be hopeful that the agreement we enter into would be something that actually comes to fruition. He said he was not assuming that that would take an option completely off the table.

Mr. Badger wished to know whether everyone in this room is happy with what we have done? Is it something you want? Ms. McClave stated we have had an unbelievable Chairman to keep us on track. Mr. Edgerly said we have some really good stuff to present and it is clear where we are headed.

Mr. Badger questioned with regard to financing whether there is any way to avoid the bond issue. Mr. Thompson said he would hope so; he does not feel we could go any further today without some sense of a number. He noted the State said whatever you are going to do to your facility we all for. He said, ultimately, it will be the Superintendent making a recommendation to the Board. Dr. Nelson stated you can do it over five years – interest payments would be less. Mr. Badger said it will require a 60% vote. Dr. Nelson stated if it is on a warrant article, it is a simple majority; a bond issue requires a 66-2/3 vote. Ms. McClave said on a warrant article the figure to raise is the total cost, even though there is money in the bank, and people have to be made aware of that. Mr. Weeder said in the end you have to talk about a net number to the taxpayer.