The Town of Northwood, New Hampshire - Facilities Committee Minutes

Roll Call: Present were Robert Bailey, Selectman Holden, Ann Kelley, Marion Knox, Russ Eldridge, Fred Bassett and Steve Bailey. Also present was Kelly Adams, a member of the Recreation Commission. Absent was Charlie Comtois. Scott Vaughn arrived at 7:20 p.m.

Athletic Fields Committee Meeting

Steve Bailey opened the meeting at 7:05 p.m.
Balance in CRF: Following the items listed on the Agenda, Russ Eldridge informed the committees that the Recreation Facility Capital Reserve Fund has approximately $108,259.14 available as of May 31, 2010. He indicated that there has been a change in the computer system operations, and he added $19.40 for May interest, as he has not received the usual end of the month report.

Total Timber Cut: Paper work was provided to the committee which showed the amount of timber cut and the amount of revenue received to date. Steve stated there are additional selective trees that are to be cut, but because of the wetness of the slope it was not possible to remove them until this time of year. These trees are expected to be removed this summer.

Status of Contracted Road Work: Bob Bailey stated that Docko has the contract which is for 400 feet of road, one 40 foot culvert, and removal of all stumps for the roadway, which are to be hauled away. Docko expects to begin the work within the next two weeks .

Next Work to be Contracted Out: Russ Eldridge asked if the Town has all the necessary permits to continue with construction. Bob Bailey stated yes. However, the Planning Board has required that the parking lot be expanded on the road side for a turn-around, because of the delineated wetlands. Marion asked if we have the specs for the next phase. Bob Bailey stated they are basically on the plan. However, there are different ways of removing the stumps; you can chew them up, bury them or chip them. Until the stumps are removed and the high area can be leveled, it will be hard to tell how much ledge is involved. Russ Eldridge questioned the disposal of the stumps by burying them. Bob stated by digging a big hole, the stumps are put into the hole along with stones and other dirt, and within a few years they have disintegrated.

Donation Report: Kelly Adams spoke to the committee about including a playground area with the new athletic fields. She stated there has been some talk with Northeast Credit Union who has extended an offer to sponsor a community project. Kelly asked if there is an area on the plan that would be available. The approved plan was reviewed and Bob Bailey stated the plan includes a permit to take eight feet off the hill, but it is not known how much ledge there is. He said the more that can be removed the more area there will be for the fields and perhaps a playground.

Discussion followed on an area available now, and Scott Vaughn indicated there is an area near the two small fields. Steve Bailey stated the Planning Board wants a parking lot and drop off area. Scott Vaughn indicated the area between the two fields slopes, but doesn’t have much of a grade and is about 40 feet wide and 60 to 80 feet long, triangular in shape. Steve Bailey stated there ultimately may be an area for one up back once the fields are laid out and he suggested that the Elementary School playground be looked at as a model for a second playground. Bob Bailey suggested they design a playground to show the space and rough measurements of area. He said an area with a slant is better as the water will drain off.

Kelly also asked about a level walking path with stations in the future, and could the roadway be used for this activity. Bob Bailey stated there is land behind the town’s land, owned by Guptill Heirs, 100 acres, with only a 10 foot r-o-w from Route 4, that he hopes the town will be able to purchase. So, in the future there may be additional land for walking paths and trails, etc.

There being no further business to come before this meeting, Steve Bailey closed the meeting at 7:40 p.m.

Town Facilities Committee Meeting

Chairman Steve Bailey opened the meeting at 7:45 p.m. with all members except Charlie Comtois present.

Approval of April 7th Minutes: Ann Kelley asked for a change on Page 1 under Chesley Library, second paragraph, third line, add the word “not” after the word “is” so it will read: is not included in the price of the system. On Page 2 under Ridge Fire Station, Steve asked that the word “hook-up” be added after the word “generator”.
Motion: Fred Bassett moved to accept the minutes as corrected and Scott Vaughn seconded the motion.

Old Business: Marion referred the committee to the status report received from David Stack, and the status of 2009 budget report she submitted. The committee then discussed each item individually.

Woodman Park: Steve Bailey stated that Jim Wilson has talked with three contractors about this project, and that Fred Bassett was on the study committee along with Charlie Comtois and himself. Steve feels all the people involved with this project need to sit down together and come up with a plan. He indicated there have been several suggestions which include grinding up the asphalt and go down to gravel, put stone on left side, fix the catch basin which is filled, fill area with rip rap. He stated Jim Wilson feels the catch basin cannot be cleaned out. If it is not used the drain-off would tear out the ramp. Steve feels there is someone who would do the catch basin work. Steve promised to get this project done.

Chesley Library: Ann Kelley questioned whether all the work has been done. She did not think the heaters were installed. Fred Bassett described the heaters and said they have been paid for. Ann stated she would inspect the area again to make sure they have been installed. Ann asked about the money left over from the projects, and whether the salt for the water system could be paid out of the balance. Steve indicated that the salt comes under maintenance and should have been included in the library operating budget. Ann felt that the money was not included in the budget. Bob Holden, in reviewing the paid bills stated that the estimate received, and the amount paid are not the same, and this is a reason for asking for proposals instead of quotes. He suggested that proposals be used from now on so a firm price is obtained.

Bryant library: Repointing the chimney – Steve indicated that Scott, Charlie and Steve are going to do this work this year. The roof vent was discussed, and Steve stated there has not been a problem for two years, and that the vent is not needed. However, there is a need for a dehumidifier with a pump for the basement. Discussion was held regarding the type of a dehumidifier and the cost of one with an automatic pump system.
Motion: Bob Holden moved to spend up to $400 for an automatic dehumdifier with pump discharge. Motion seconded by Fred Bassett. Motion passed. Bob Holden indicated he would attempt to check Lowe’s and Home Depot for kinds and prices.

Community Hall: Steve reported that David Stack has given up on a grant for the storm windows, as he found it is a loan with low interest not a grant. Steve stated the windows upstairs need to be refitted, but feels the storm windows should be put out to bid at this time.

Steve Bailey asked Bob Holden about the bidding proposals, who can help us write them up. Bob felt that there are resources within the Town Hall that can be trained to do this. All that needs to be done is to provide basic information with sufficient wording to the individual who will write the bid proposal and execute it.

Chesley Library: Painting – Steve asked how this should be done – it seems the librarian has taken care of the drain ditch work which was not in the Facilities budget. However the painting is in the Facilities budget and Ann stated she thought Donna had gotten some bids on the painting and has been talking with David Stack. Bob Holden stated the town has experience in doing the bid process but the money is in this budget and the committee must manage it. Steve indicated the Police Department like to do it themselves. Marion remarked the committee should ask the Police Department for a plan of how they would like the work to look. Bob agreed the committee should get the department’s ideas then give the information to David Stack.

Knotweed: Discussion regarding receiving help from the State for the eradication of this weed resulted in Steve stating that the State offers advice, but does not tell you how to do it. Bob Holden asked the condition of the weed at the library, and it was stated it is all wilted at this time, and had been sprayed twice last fall. Steve stated the best way is to burn it, but that is not always possible. Ann stated the cost of spraying came out of the library budget last year.

Athletic Field Signage: Scott Vaughn stated he has one estimate and is waiting for another. The one he has is under $1000, but no posts are included. He asked if it has to be set with the town’s regulation on signs and the answer was yes.

Town Hall Generator: Bid was given to Lee Harris and was $200. more than the lowest bid ($9000.00 to Harris) Marion asked what is included in the $9000 bid. Reply was all but the propane tank. It was advised that a tank be placed in the ground. Rymes will bury a tank. Other vendors are being consulted. Bob Holden recommended that the tank be purchased. David is working on this and also looking for hook-ups for the fire stations.

Transfer Station: Marion stated that the bid was $8000 for the concrete slabs and the final cost was $300 over the $8000 because a drainage ditch had to be constructed also. This was not known until the project was underway. Bob Holden recommended that the line be overexpended by $300 as there was a change order in process. The committee agreed. Marion will inform Finance Department.

Other Business: Bob Holden asked about the rocks in the water at Northwood Beach. He asked how they could be removed. Steve Bailey and others remembered that someone did the paper work to be submitted to the NH DES some time ago, but no one knows what happened to it. It was thought that the Recreation Department was responsible for the paper work. General discussion on how the beach came to be, and whether the rocks are removable, or are part of a ledge.

Bob Holdlen also asked who is responsible for the signage at the Transfer Station. The members stated that would be the Recycling Committee’s responsibility.

There was no other business to come before this meeting.

Next meeting date: July 7 – 7:00 p.m. – Community Hall

Adjournment: Motion by Russ Eldridge, seconded by Fred Bassett to adjourn at 8:30 p.m.

Respectfully submitted,

Marion J. Knox
Member/Secretary

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