Work Session
July 26, 2010
Present were: Mayor Grenier, Councilors Rozek, Remillard, Mccue, Landry, Cater and Danderson; absent were Councilors Evans and Poulin
Others present included Max Makaitis, Jay Poulin, Mike Caron, Peter Higbee, Tim Sappington, Michael Perreault, Patrick MacQueen, media and public
BIDPA Request to Waive Bidding Requirements
Jay Poulin explained that BIDPA has been working with Tim Sappington to find a supplier for the membrane canopy they want installed at Bickford Place. There are few suppliers considering the conditions of snow loads needed. Mr. Sappington added that to move forward with the project, a firm needs to be selected to complete the design of the structure. The proposed company will design, supply and install the canopy and will warranty their installation. BIDPA is asking to waive bidding requirements for the membrane supplier and is asking for the support of the Council to enter in a contract with Structureflex. All other aspects of the project will be bid.
Mayor Grenier confirmed that the canopy is about 15% of the total project cost. Councilor Remillard acknowledged that the warranty would be transferrable to the city when they take ownership of the park. Mr. Sappington commented that there is a 30 year warranty and it is expect that the canopy would last longer than that.
Councilor Rozek moved to go forward with waiving the bidding process and entering into a contract with Structureflex; Councilor Remillard seconded. In further discussion, Councilor Landry asked if any local vendors are being circumvented and Mr. Sappington noted that the closest vendor for the canopy was in Manchester and they dropped out. He confirmed that the frame will be bid locally. Councilor McCue affirmed that the motion to waive the bidding process is for the membrane only. Mr. Caron stated that BIDPA is expecting to go to a 60 mile radius for qualified bidders; if there are no qualified bidders in the radius, they would then go further. In the vote that followed, all voted in favor.
Summer Paving Program
Mayor Grenier explained that Mr. Perreault would give an update of the paving plan throughout the city. Mr. Perreault stated that there is $200,000 in the capital account for paving and an additional $36,500 in the budget. He noted that the Highland Park area is in need of paving. Hutchins Street is in line for a $1.2 million rebuild project that will likely begin next summer. Mr. MacQueen noted that the EPA study of the area will provide data that tells us if there is anything in the way of the project. Easements will be sought ahead of time.
Councilor Rozek expressed concern that development of the roadway on an area that is extremely contaminated could create an onslaught of environmental problems. Councilor Danderson thought it would be more advantageous to do the project if there were water and sewer line replacements needed in the area. Mr. Perreault explained that creating the road where the bark has already been removed will save $1 million on the project.
Mayor Grenier brought the discussion back to the summer paving program. He confirmed that the projects will be going out to bid; however there is only enough money to do the first two or three priorities.
Councilor Remillard questioned whether it would be cost effective to purchase the paving equipment to do the work with our own people. Mr. Perreault noted that he had to purchase a new garbage truck and there would not be enough money for paving equipment. He added that he has calculated the cost of hiring out versus renting paving equipment and using city forces. It is more cost effective to hire out.
Mr. Perreault explained his rationale for paving the Cleveland Bridge before it is lost. Once the roadway is lost, it will be more costly to replace it than it is to maintain. Councilor Landry questioned whether the additional use by the potential of two biomass plants would further deteriorate the road and he asked if we should wait until the projects are complete. Mr. Perreault stressed that maintenance is key.
Support Letter for Mt. Abigail Adams
Councilor McCue acknowledged an article in the Berlin Daily Sun by about Bethany Taylor asking for support for a proposal to change the name of “Adams 4” to Mt. Abigail Adams in tribute of the wife of John Adams who was instrumental in history and truly a partner of this President. Councilor McCue commented that the Coos County Commissioners supported the idea and wrote a letter and he thought the City Council could offer their support as well.
Councilor Danderson moved to send a letter of support for renaming Adams 4 to Mt. Abigail Adams; Councilor Rozek seconded and the motion carried unanimously.
Other
Councilor McCue mentioned the NH Municipal Association’s request for input on policy process. Mayor Grenier scheduled a discussion on the floor policies for September 13. Councilor McCue noted that suggestions for new legislation need to be brought up before 8/13.
Non-Public Session
Councilor Landry moved to go into non-public session per RSA 91-A:II(d) Consideration of the acquisition, sale or lease of real or personal property…Councilor McCue seconded and the motion carried by roll call with Councilor Rozek voting against.
Councilor McCue moved to come out of non-public session; Councilor Remillard seconded and the motion carried unanimously by roll call.
Councilor Landry moved to seal the minutes of the non-public session until the mill property is disposed of as releasing them would render the proposed action ineffective; Councilor Remillard seconded and the motion carried unanimously by roll call.
Councilor McCue moved to adjourn; Councilor Landry seconded and the motion carried. The meeting ended at 8:00 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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