Ryan and uh so I'll be uh conducting this meeting and uh usually we stay a little bit formal informal, but we try to get things done, and so far we've had a very good track record in building things for the city.

And also big help is uh administrative services director Tim Cummings.

Okay.

So welcome to you.

And now I'll call the attendance.

Uh trustee Patricia Dressner Trustee Scott Jackwith.

Here Trustee Ernie A.

Jetty here.

Welcome back.

Trustee Kristen Kane.

Yeah.

Trustee John Kennedy.

John is on his way down from Concord, he shouldn't be here anyway.

Oh, hear you.

They just called your name for attendance.

Yes, set, good.

Uh if I do not do well with this, please excuse me.

Trustee Pabma Pamaja.

Uh kind of paradidity.

You got it.

I'm here.

Did I get close enough?

Ready, ready close.

Okay, thank you.

Uh trustee Linda LaFarm.

Here.

Okay.

And to my committee, all the women, uh, Benjamin Jedi Flower Smith, Alderman Smith.

No, I don't see her.

No.

Tonight.

Okay.

Uh Alderman Paula Johnson.

Present.

Alderman Dowd.

Present.

Alderman Lodge, uh Alicia Greg, and she should be on.

She's on Zoom.

I am here.

Okay.

Yeah, I'm here here.

I'll turn my camera on for one second.

Um, I am at home because I am not well, and so I'm not sharing my germs.

I'm in the living room by myself.

Wow, that's an interesting effect.

I think I broke the camera.

But um I'm sorry I'm not there with you all tonight.

And uh yeah, no problem.

I hope you'd be feeling better soon.

And uh thank you for not coming in.

You know, uh and uh Alderman of Lodge Michael O'Brien, yours truly is here, so that gives us one two eleven, declaring a quorum.

Uh also in attendance is Tim Cummings, Administrative Service Director, and Jennifer McCormick, uh Library Director.

And I'll just say this since this is a new crowd.

Uh if you can't make a meeting in the future, and you want, we do have the Zoom capabilities.

So if you're ill or something wicked important, you know what I mean, but it's wicked important to be here too.

So uh you can go on Zoom and make arrangements, and the way to probably best do it, would you suggest is to go through uh administrative uh uh for the board and uh she'll get you set up on Zoom.

Alderman Dowd.

Did you read the opening paragraph establishing the meeting and it was posted?

Uh yeah, I could do that if you want.

Yeah, always technicalities.

All right, we'll get into this.

I didn't do it, I my apologies.

The joint meeting of the committee of infrastructure and library board of trustees is being held Wednesday, June 24th, 2026 at 6 p.m.

in the automatic chamber, and duly noted in two places, including the city's website in accordance with the requirements of RSA 91-A semicolon 2 room number two.

Okay, and I think that we got it right, Rick.

I think we're good to go.

All right then.

So we did the roll call um opening committee meeting and uh gave you some of the groundwork, and that's basically we'll get used to it as this goes on.

And so now I'm gonna look to uh to my left who administrative service director Tim Cummings, please.

Great, thank you, Mr.

Chairman.

For the record, Tim Cummings, Director of Administrative Services.

I also want to note for the record that we have uh left field with us uh this evening.

We have Joe Sullivan and Kayla Gallo, both of Left Field, they're our owners project manager, and they will be helping uh facilitate the discussion this evening.

Uh uh Mr.

Chairman, before we move on to public comment, I I do want to just take this opportunity to uh say what most of you already know, but this is just setting the table uh more so for the viewing audience at home, a little little housekeeping or or table setting if if you will.

So what we are doing is we are convening for the first time the joint committee of the board of of uh committee on infrastructure and the board of library trustees.

And what you are are doing is starting the process to uh uh renovate uh and a construction project project on the on the public uh library.

We are convening this joint body because this joint body is going to help uh Shepherd and move the construction pro uh uh project forward, or or I should say at this point we are at design, and so we will be starting more specifically with the design portion, and then ultimately uh if it's the wishes of this community move move to to construction.

And so um what we are doing is is uh not necessarily codified in our in our ordinances per se in the fact that our charter is silent, and so we we we had a resolution passed creating this uh joint body.

Um and it's and it's run it's gonna be run very similarly to the other joint committees that um Chairman O'Brien was just alluding to.

We have the joint committee on um infrastructure on Board of Public Works, police commissioners, and um uh fire commissioners, and they all have jurisdiction over various uh building and and capital projects.

And so uh this evening uh I am going to suggest we we hand it off to the left field team in just a few minutes, where they're gonna give you all a little bit of an orientation and and table setting of the project itself and what work we've done to date.

Now, what you all may uh be aware of is we have an appropriation hand of one million dollars uh to guide us as we start the the design effort.

Um and uh they're they're gonna help talk a little bit about how they how they see us using and and spending that that money.

Um there was uh some due diligence done on this project very early on, and again I'm telling you what a lot of you already know, and this is for the viewing audience at home.

There was a deferred capital maintenance study done, and then a feasibility study done, and there's all this work that was generated to bring us to today, and today is the start of this uh renovation and and and capital project.

And so, Mr.

Chairman, um I I'm gonna suggest that we have a meeting, I would say at the end of August in the early September time frame.

Um I'm gonna propose in between now and then that I'll be submitting to the joint committee some rules that um we typically use uh to guide our processes here.

It's something we try to get out of the way up front.

It will help us have a smoother process as time goes on and when some things come tend to be a little bit more time sensitive.

And so I wanted to telegraph that for you all now so you are well aware of that, and I would think that it would be more a more robust discussion as an agenda item at the at the August slash September meeting, and we'll we'll get to the more specific date at the at the end of the agenda.

And so uh Mr.

Chair, that uh concludes my comments uh this evening.

Thank you.

Okay.

So I think what I'm gonna do is refer this back to Mr.

Cummings and Administrative Service Director and also uh Ms.

McCormick when we come out with a date.

And uh Ms.

McCormick uh we'll have our people notify your people.

I mean notify you, and then you can get the gang, the gaggle together, and we can go from there.

Okay, fair enough.

Beautiful.

Okay, thank you.

Uh now moving on is to public comment.

Anyone in the public would like to have a comment.

Okay, moving on from public comment, approval of minutes.

This is the first time, so there are none.

So uh we'll move to General Progress update, DPW garage project.

Uh I think that might be.

That's that should be on the next meeting.

Yeah, that's does that say library board of trustees?

Yeah, so there's a little bit of a typo there.

Oh, I just want to make sure that I ain't lost.

No, no, no.

The agenda should be general progress update on library renovation project.

Okay.

Well, who would be that left field?

Uh yep, so I'll I'll take that, Mr.

Chairman again.

Thank you.

Tim Cummings, Director of Administrative Services.

And so I'm gonna hand it over to Kayla Gallo in one second.

She's going to be our uh owner's project manager on this project as we move forward.

You all get to know her well.

Um and she's gonna be assisted by Joe Sullivan, who's sitting to her left.

Um, and what she's gonna do is talk a little bit about the work we've done today, give you a little bit of overall uh project status update and talk a little bit about timeline and schedule and how we envision using some of the money uh to help uh progress this project.

And so with that being said, Mr.

Chairman, I'd like to hand it over to to Kayla.

Okay, Kayla, welcome.

Thank you.

Away you go.

Um do we have the presentation?

Yes.

A point of order, Mr.

Chairman.

Yes.

We've asked whenever there's a presentation if we could have the hard copy.

Yeah, usually we do that afterwards, but yes, we do demand.

Some of us I have a hard time seeing the screen, and myself and other people have asked continuously for the oh, I see what you're asking.

We can bring a hard copy if you'd like to.

Yeah, we can bring hard copies.

And Mr.

Cummings has heard that being said several times.

Thank you.

What I thought you were referring to after the meeting, I always do ask for a copy of the presentation for the record.

Yep, we'll send it out.

But for the future, we can for the future we can print them.

Yeah, that's not true.

Next time we'll get to one altarman Johnson, okay?

Thank you.

Thank you.

Appreciate it.

Thank you.

I don't have the data.

Okay.

Thank you, Tim.

Thank you.

Thank you.

It's nice to meet all of you.

Um, you can move on to the next slide, Tim.

So I'm Kayla Gallo, I'm the project manager with Left Field, um, where your owner is project manager, and as Tim mentioned, we'll be helping facilitate um this project.

So far, the city went through the procurement process for OPM designer selection and construction manager selection.

Um we they've come to the conclusion that we are going to hopefully contract Asla Field Design Lab, who did you guys' feasibility study, and then Kinsigli construction.

Um so far, design lab has started with site investigation.

Um we did a 3D scan and a site survey.

And then we've also started working.

Um, our team has started working to procure a hazardous material assessment consultant and um a geotech.

So you can move on to the next slide.

Um so this is just a quick projected um timeline and look ahead.

So right now we'll be moving into schematic design.

Um this should be a roughly 12 weeks from July 2026 to September 26th.

Um we'll really just be exploring like program needs, site layout, operational needs, site investigation, um, and it's more of like a concept conceptual design.

And then after that, um, if approved, we'll move on to the design development phase, which will be from October to January of 2027.

It's roughly 14 weeks.

Um, this is when we get a little bit more into the detailed design.

We do floor plans, furniture, um, finishes, mechanical, um, like MEP, which is mechanical, electrical and plumbing.

Then that brings us into the CD phase where the architect um really hones in on like civil drawings, uh, they complete the floor plans.

Chair.

Yes.

Um I apologize, but through you to uh Ms.

Gallo, could you speak right into the microphone a little louder?

I have a hearing problem and I'm having trouble hearing you.

Sorry, is that better?

That's much better.

Thank you very much.

I apologize, no problem.

So for construction drawings, the architect will hone in on the drawings, get them prepared for bidding.

Um, and then that bidding usually takes about six to eight weeks, and then we'll move into construction with um the projected start date to be fall of 2027.

So I'm gonna jump in right now and just add a little additional color here.

So what you're seeing first and foremost, I'm gonna say is is a snapshot best guess, and there should be some understanding there may be some uh uh movement on this on these time frames.

We really wanted to kind of just sketch this out for you so you had an understanding, a conceptual idea of what we're trying to work towards, but this will this will slide, you know, hopefully ahead if I have my way, but you know, usually it slides back.

Um and I want to make that kind of explicitly clear.

I also want to point out that we only have monies right now for uh the first part of the design phase, and so what's not illustrated here is we're still gonna have to come back before the board of Alderman and get additional uh appropriations to be able to continue this project.

And so um I will say that to continue design, probably around the construction document time frame, uh, maybe a little bit before that.

There'll probably be a uh you know uh uh uh uh an appropriation coming before the body in the late summer, early fall time frame to keep this through design so we can hit the construction documents uh as outlined, and then probably a construction uh appropriation in the spring summer time frame of next year that would allow for the fall construction start.

And so I want to make sure everyone kind of understands that and so that they can keep that in the back of uh back of their mind uh as we as we continue to progress.

Thank you.

Thank you.

Oh yeah.

Oh yes, out of doubt.

Yeah, when we get to the bidding of the GMP and uh Joe, one of the things that isn't shown there that we'll need before we actually fund this project is we'll need an estimate of the soft costs.

Yep, so we'll have we'll put together a budget, we'll work with Tim on that, and then during the design phases, we'll um do estimates as well.

So it'll happen throughout the rest of the process.

Um we just obviously haven't gotten there yet.

Okay.

And and if I may, Mr.

Chairman, yes, you may um I would anticipate this project being costed a minimum of two to three times as our standard process has been, and so I think that that's you know, uh three times that at least we'll have this uh costed, so everyone will have those uh that that that very well understood.

And if I may just I just want to add a little more color to it.

That uh identifying the program is really gonna identify the costs associated with the construction.

The soft costs are obviously gonna be projected based on you know the the needs of the library as well.

So we'll have a uh consolidated budget that'll incorporate all of that.

Yep.

So we are today we're asking um with the million dollars that we currently have to contract the OPM services, architectural services, our construction manager has matt assessment and site testing just through schematic design.

Um it brings us a little bit under a million dollars.

So Left Field's um schematic design fees came in at 103,048.

Um design lab, who is the architectural services for their schematic design fees, it's $651,440.

And then the construction manager, which is Consigli Construction, their schematic design fee is sixteen thousand five hundred and seventy-six dollars.

Um and then universal environmental consultant, which is the hazardous material assessment um they're the consultant, they came in at um 4,500, and then the geotechnical services, which is site testing, that came in at $13,500.

Can I answer a question, please?

Yes.

Thank you.

Through you, Mr.

Chairman.

So I'm calculating it's $789,064 now that you have that you're gonna look to spend.

Totally.

I'm sorry, could you repeat yourself?

I just couldn't hear it.

She's asking all of those.

Yes, approximately.

Oh, yes, that's correct.

Approximately approximately $800,000 we know we're gonna need to spend to get us through schematic design.

Correct.

Okay.

Thank you.

I'll set it all in.

Yes, thank you very much.

All right.

Um that's it.

Yep, that's it.

So we're just we're just asking for approval of the contracts.

All right then.

So uh I'm opening it up for discussion.

Uh Alderman Dodd.

If I may, Mr.

Chairman, I think we have a couple more slides.

Um, yeah, I'm sorry.

Okay.

Sorry, I don't know if okay, sorry.

So um for upcoming contracts, we are not asking for this um to be executed now, but just to look into the future a little bit, once we got into design development through bidding, we'll be requesting um an additional five hundred and eighty-one thousand two hundred and twenty-four dollars for um OPM services, and then for architectural services, it'll be an additional um two million fifty-two thousand ten dollars, and then for the construction manager, it'll be an additional twenty-eight thousand seven hundred and seven.

And that total will get us right through um bidding right before construction.

And and so if I may, so so this last half we do not have an appropriation for, so we will be seeking uh this is the rest of the design monies, if you will, or soft cost monies that we would be needing sometime in that uh again, that early fall time frame to keep to the schedule that we just outlined.

And um it also should be noted that we're only contracting folks through schematic design.

And um we would then, as I said at the onset of this uh conversation, come back a third time in the in that spring-summer time frame for for construction uh authorization with the with the resolution for for bonding.

So um that is a quick snapshot as to as to how we're starting to conceive of the project and to to move uh to begin to move this this project forward.

And I believe we're at a point now, Mr.

Chairman, for questions.

Okay, uh well, we have one of them and uh Johnson.

Thank you.

So as far as the money, so you're talking a million dollars for this, and we're only spending 789,064.

So that's a difference of $210, uh $210, $210,936.

So what's left over in that, is that going to be moved over to the next phase, the difference left over?

If I may, Mr.

Chairman, you may.

Yes, the intention would be is to use whatever that available money is, call it approximately $200,000 to put towards the rest of the design, so we don't necessarily have to request as much.

Okay, because I know what the last over bonding, we have money left over, and after the bills were paid and it just kind of sat there as we paid interest and um principal and interest on.

So I just want to make sure that we don't have money sitting around after the fact that hasn't been used, like we discussed last night.

I may, Mr.

Chairman.

You may.

Yeah, two two separate issues.

I got it.

Uh two very separate issues, but uh certainly the intention would be is to use that additional two hundred thousand dollars of capacity that is authorized, apply it to the the future soft cost slash design, what I should say is pre-construction monies needed to be able to move this project forward.

Okay, Alderman Johnson.

For the moment, thank you.

Okay.

Uh Alderman uh former Alderman Jetty, trusty Jetty.

Thank you.

Um I I have some uh some basic questions and forgive my my lack of knowledge about this general area.

But what's the difference between a schematic design and the the architectural design?

What what yeah, I can I can answer that for you.

So the architectural design, the entire design of the project, it's broken up into phases.

So the first part of the architectural design phase is schematic design, and then the next phase is design development.

So in the architectural design phase, we really focus on program um like site issues, we do a lot of investigation, and we kind of nail down exactly what we need for scope and like I said, program.

Once we are done with that phase, we move on to the design development phase, which really gets into like the detail process of it.

So you lay out the floor plans, more details, you talk about furniture, and you get more into like the nitty-gritties of it.

Does that answer your question?

I think so, except I'm not sure you you uh defined for me what a schematic design is.

So let me put it in a little better perspective.

Um and Kayla gave it a description of the activities that occurred during that.

I'm gonna put it in percentages so it gives you a better understanding of how it moves forward.

Conceptual design obviously does a conceptual design of what the program requirements are.

That that typically runs anywhere between 10 percent of the overall construction documents, which is the plans and specifications.

When you move into schematic, schematic gets you around 35 to 40 percent of the construction design development drawings.

You moved, I'm sorry, to uh schematic design.

When you move to design development, you're around 60 percent of the construction documents.

There's more detail associated with the floor plans, the overall architectural plans, and the specifications needed to bid the project.

Then it moves from uh design development to construction documents.

So anything from 60 percent completion of those documents to a bid set, which is 100 percent, is the next phase to get you to construction.

So at each level, we typically will and we uh reiterated that we'll do a cost estimate to make sure that was staying within the cost allocated that we put in our budget.

But it also gives us more detail for constructibility of the plans.

We'll look at the architectural drawings at each of these phases and the specifications to make sure the specifications meet the design intent of the architectural drawings.

And we we do a design review through each of those steps.

That just gives you it's just a dynamics and the terminology architects use through that process.

And what the city did even with a better foresight is to make sure that we got costs associated with each of those phases so we had a better understanding of where they were at.

So if let's say an overall fee for design is a million dollars, if you can picture the percentages that I just gave you, should their fee should allocate around that percentage of completion as we move forward.

Okay.

And then if I may, Mr.

Chairman, just to add on a little bit to that, um, I also will take the opportunity to um help educate this group that what we really want you to understand is at a certain point in design, we do not want any major changes.

And so um schematic design, we're gonna be seeking input.

We are going to be uh sitting submitting it to you for approval.

That is gonna be your time to really vet out the concept, make make substantial decisions, design development.

You're gonna be tweaking it around the end around the edges.

You don't necessarily want any more of those major changes as as much, but you're still allowed to make some tweaks.

But once we get to construction documents, we really don't want to see any more changes, and we try to stay true to what is presented in the design development phase because we're now in construction document phase, and we're really putting pen to paper so we have the the documents solidified.

Thank you, Ms.

Jim.

Yeah.

Um call change orders.

You'll you'll hear that, and that's expensive.

We hate we hate that word, by the way.

So I hate that word, by the way.

Yeah.

Okay, Otterman Dowd.

You're follow-up.

Follow-up, follow-up.

Yeah, I'm sorry, I'm I'm hidden from your view because of that computer screen.

Oh, throw longer on here, Mr.

Chair.

So that brings up another question I had.

So, you know, just speaking personally, just this is just my viewpoint, but um, you know, the city, you know, some you some years ago, um, you know, declared that it's the city's policy to try to get away from fossil fuels.

And you know, I I know that that um you know is is doable to some degree and undoable to other degrees, and so I I just want to make sure that we have an opportunity.

I mean, I'm just one person, and but that the group would have an opportunity to um you know to win to to direct you to either you know stick with uh you know um you know gas or change to solar or change to you know there's a there's an electric hydroelectric dam right next to the library, um you know, or some other you know, some other alternative uh source of of uh fuel to power the the the needs of the building, you know, HVAC and and lights and all that stuff.

So I I don't I want to make sure if possible we have an opportunity to make a decision about that before you get to the point where the the documents you know are all you know, you you know that then you say well it's too late, you know, to you you should have said that before.

So I'm saying it now just to make sure we have the opportunity to discuss that.

Um if I'd like to respond, Mr.

Chair.

Um those are all great points, and I can tell you categorically it will happen.

So we challenge the designer and their cons their list of consultants, which is you know, it could go from plumbing HVC electrical, all of those will hit the energy management requirements associated with the criteria of the city.

In addition to that, you know, we we try to reach out and the committee will have uh input on this, and as well as you know, Jennifer, as we sit through these meetings, they're gonna bring those up and we're gonna challenge the engineers of record to make sure that they're looking at all of those issues and avenues and not only gonna show you what they are, they're gonna show you the cost benefits between both of them, just to show you know that we're doing due diligence to make sure this building is built for the next 50 years.

Okay, thank you.

And so to answer your question more specifically, uh trustee Jetty, um during schematic design.

That's really when you're gonna want to focus this conversation, and we're gonna seek design guidance from you early on to to make sure that we're all uh understanding what the expectations are, but truly, once we get beyond the schematic design phase of this project, we would look at that conversation being settled.

And so, and I say that to you because I think you make a great point and a very fair point that I don't want you to be raising these issues too late in the process and and you be disadvantaged.

So I want to make sure you understand process-wise where the right point is for that inflection.

Thank you.

Okay, Alderman Dow.

Yeah, just to reiterate a couple things.

The first level of drawings is for determining do you have the rooms you need, are the rooms the right size, or you know, and then when you get into the um next level of drawings is when you tweak things and you you make any change.

When you get to construction drawings, they've already gone out for bid.

They're what they're gonna build to, and to change that is very expensive on the school projects.

We didn't allow it unless it was one of those unknown unknowns that happen, or it was something we couldn't possibly not change because it's extremely expensive to change construction drawings, and it will drive the price up.

So agreed.

Yes, um, trustee member Jake Muth.

Um Thank you.

I'm just trying to uh get a grasp on all the vocabulary that's being used, the soft costs that you're talking about.

Does that include the temporary location of the library, or is that another piece of stuff?

Mr.

Chair, I I could probably so uh the the overall budget and we call it soft costs, is soft costs are everything other than the what the cost of construction is gonna be.

So that includes architectural um, it'll include the OPM, it'll include uh FF and E, which is furniture fixtures and equipment.

It's gonna include um some contingencies, it's gonna include moving costs associated with that.

So we will really develop a budget that'll outline each of those cost implications to give you an overall project cost.

Thank you.

Welcome.

Okay.

Alderman Johnson.

And can I want to go back to the um solar and all of that?

Um so when you get all the information, we're gonna be able to see a building about the same size, how you compared it with solar, electric, or gas heating.

Basically, Mr.

Chair, uh, so the the answer is yes.

Um they will they will give us it's a cost analysis.

They're gonna look at the overall systems and the efficiencies associated with it.

We all have to be well aware and and keep in mind that we have to meet the energy code as well.

And that energy code is set, you know, through the state guidelines.

So the requirements of the engineers is to do their due diligence to meet the energy.

I I like to see them exceed the energy code, which 90% of the time they do, it's it's based on the exterior envelope.

The better you make the exterior envelope, which is the exterior of the building, and the more efficiency you make it thermally, you become a more efficient building overall.

The HVAC equipment, they will give you the recommendations and the options, and they'll also show you the pros and cons, not only for the benefits of it, but the costs associated with it.

Follow-up?

That's it for right now, I guess.

Okay.

Uh yes, trustee.

I have the trustee cane for the library.

I have two questions, if I may.

Yes, you may.

Um the first one is in the um proposals that we were uh in the packet for the meeting, um, Leftfield's proposal talks a little bit about adherence to guiding design principles.

And I wondered how are those defined, set, agreed upon.

Like how do we manage that?

If if I may, Mr.

And why are you smiling?

Well, because that that actually I I had mentioned design guidance.

So what you're talking about uh is again gonna be a d a draft document that I'm gonna submit to you all.

It's one of those items I mentioned very early on in our meeting that I'm gonna be submitting to the body, and it's gonna be you that informs us the design guidance that you want us to use.

Um, and then that is gonna be the directive that we're gonna be helping the architects kind of understand, and then ultimately it's through a majority consensus of this body as to what direction we go, and uh you have to weigh a lot of the pros and cons and and decide what is the best uh project that this community wants to have.

And that so that is essentially what will unfold very early on in this design process.

Thank you.

That's very helpful.

My my second question, kind of related to that is can you talk a little bit about the different groups involved?

There's a project team, there's this group.

What are the responsibilities of the different groups in especially the schematic design phase, this kind of first piece that we're doing?

Sure.

If I if I may, Mr.

Chairman.

Sure.

So um there is what I would consider the the design team.

And the design team is typically led by the architect.

And then the architect is going to have what they refer to as sub-consultants underneath them.

That are all various disciplines and trades that have a specific expertise that is going to contribute to the overall design.

Separate and apart from that, you have the construction manager, and then you have uh the owner's project manager.

And that rounds out your project team during the pre-construction phase.

And of course, we will have some minor consultants coming in as necessary to help address various issues as they arise.

They may be subconsultants of the uh architect, uh they may be cut subconsultants of the owner's project manager.

We may consult with them directly as a particular issue arises.

But those are kind of one-offs that we will we will discover as we study the the project and and develop the design.

The city administrative staff are your internal project managers, helping to keep the project going, helping to facilitate.

I act in more of an administrative role.

Um, and then the library and the and and the library administration, the professional library staff, they're really your conduit for the project itself, and to speak to some of the design elements, specifically from like an operational and very uh programmatic type of type of way.

Um and then um ultimately this joint committee is charged with the responsibility of approving contracts, approving invoices, ultimately is the body that uh we uh report to make certain decisions about the overall project, and so ensuring that there's agreement early on on certain things like total project cost on the design is critical so we can continue to move this this project uh along.

And so you should anticipate meeting.

Um I would say a little a little bit more regularly up front, then it will slow up for a little bit as the design continues, and then once we get into uh the construction, you're gonna need to meet monthly at least.

And that just to so you can kind of understand what the expectations it would be so we can continue moving this project along.

Is that super helpful?

Yeah, thank you so much.

Thank you.

And the only thing the only other part that I would add is that you'll have um and we will uh institute a design uh page turn.

So at each process or each phase as we move forward, the trustees and this group will have an opportunity to see the design evolve.

We're gonna show the different um criteria that you know each of the program requirements are looking at and some of the specifications and energy management systems that they were they're um gonna recommend, and then as a body, you will vote to move forward at each of those phases because as Tim alluded to earlier, I don't go backwards.

I like to get I'd like to make sure that we get the approvals at each of these phases so that we all are on the same page as we move forward.

It costs too much.

I have a question.

Mr.

Chairman, um, I just also want to add uh we're gonna be looking very early on to get a project website up and running.

I think that will be incredibly beneficial to the community in general.

Um, and it's certainly something that I hope that we start to build into our process, and so um it won't have a lot of information early on, but as the project progresses, there should be uh more of a way for the community and certainly for you all to keep updated on the on the progress of the project.

The transparency.

I have I that's that was I had two questions.

One question is how are we going to get the materials to you?

Can you identify yourself?

I'm sorry, because we do transcribe this and I don't think they know your voices.

No, it is nobody's nobody.

Sorry.

So my name is Padma and I'm a board of trustees.

So one of the questions I was going to ask is how are we going to get the information?

It looks like project site is going to be the website.

Is it going to be a website where we can download the materials?

If if I may, Mr.

Meg.

Thank thank you.

So I'm going to answer your question two ways.

So first, the project website, if you will, the project page.

That will be more of an effort to be transparent and to provide general information to the community.

And certainly there could be images that you could uh download or or whatnot as as the project progresses.

More specifically to how you get information.

So that is an administrative function.

Um it is going to be handled through the legislative affairs office.

Um this is a legislative body, if you will, and so she works very closely with me, and we ensure that you get your agenda, the j the meeting gets noticed.

We ensure that the that you the agenda packet is uh electronically available.

We can certainly show you how to uh gain access to it.

And I think this is a good opportunity to talk about the nuances between the two bodies.

And I actually had raised this question earlier on, uh, because the library board of trustees may have a custom and a culture and a norm that is a little bit different than the board of Alderman.

And so we're developing this group together, and so m me understanding early on some of these details will help us.

I can only tell you how we traditionally do it.

Um then I will work out with Director McCormick what might be uh what makes the most sense of what what will what will work for the for this body here.

But what I just said to you is how we've been traditionally handling things.

I'll also say typically how it works is I typically am the primary liaison to the infrastructure committee, and then the director, uh in this case the director of of the library is the primary liaison to the library board of trustees, and then the two of us work very closely together as we continue to move the move the project forward.

Certainly you should feel comfortable reaching out to either one of us or the OPM to get specific questions addressed.

Uh but that is how that's how this has been working, and I would say we have at this point in time a joint committee on a board of public works, uh, we have a joint committee on police commission.

Um we we have have done this kind of regularly, and so you know we have this I would say we have some of these procedures and programs built, uh, but uh obviously this is the first time this body's getting together.

So if we need to tweak things along the way, we need that feedback.

Thank you, Ms.

Jim.

Yeah, welcome.

And I just want to say the uh this isn't our first rodeo.

Okay, for you guys it is.

And you know, we're excited about it, just like you guys.

I mean, uh the uh the thing about a community or a college, you know, is the library.

I mean, I mean, I went to a military school, and they still put the bloody library on t-shirt.

But you know, the the thing is, you know, it's gonna be good in the track record of this particular infrastructure committee.

We have been under budget every single time.

Very efficient.

And you know, we're watching, yeah, yeah, we're watching the tax payers dollars.

So I anticipate nothing less or the same.

You know, we work pretty pretty good on that.

Right, Mr.

Sullivan?

Yep.

I think I just I just want to add one other part to your question that you had.

The website is the information uh portal to be able to give to the community, but we'll we'll do one step further.

And we have public forums occasionally, and we'll invite the public to each like maybe a critical stage to keep everybody well informed.

Transparency is everything, and that's how you're gonna gain support.

Yeah, okay.

And as I just one other thing is the way we pay bills.

Okay, and that's when we got responsibilities.

What's gonna happen is the contractor already did it.

Okay, so he's looking to be compensated, you know, for the uh the hard work that he done.

So when we have these monthly meetings, that's some of the things you're gonna come to see.

You know, it's not really an arguable point, and to the degree that you know it was a requirement.

When we look at the overall costs, it's kind of in your bidding process is included in that, and we're just coming up when the bills uh yeah, due.

Should I mention uh to uh our authority to uh if we can't believe yeah, uh if we cannot get the board together for riots or COVID or whatever, you know.

Um I I do have some authority up to a specific dollar amount to approve the day-to-day operation.

These guys, they all have kids and they need the money, you know.

So uh the thing is we do that.

And uh, but that doesn't mean it's a done deal.

We got to come back and report to you on what we made the payments on.

So it's full transparent.

Yes, and Mr.

Chair, if I could add to that, you as your OPM, we will vet every request for for a price proposal and and change order, and after it's vetted, you'll you'll only present it after our recommendation to you for that.

So we'll we'll ensure that the costs are fair and and marketable based on fair value.

So okay, are we all set?

All right, we're gonna move on to the next Alderman Dow.

Probably online, because otherwise we'll be printing out killing a lot of trees, and I'm sure you don't want to do that as a librarian.

So if you have questions about the invoices, look at the invoices ahead of time.

So when you come here, if you have questions, they can be asked.

Yeah.

And we're all available if there's any question.

Alderman Dowd, I'm going to look to you.

Do we have a motion?

Yes.

I'd like to make a motion to approve left field phase one in the amount of 103,004 dollars.

Design lab phase one in the amount of $651,440.

Geotechnical Services Inc.

Phase 1 in the amount of $13,500.

Universal Environmental Consultants phase one in one in the amount of $4,500 and consignu phase one in the amount of $16,000 $76 by roll call.

Okay.

This yeah.

This is pretty much standard what we're going to be going along and doing in the future.

And because we have our rules, we have anybody who is a committee member or trustee that is on Zoom.

Okay.

And uh Alderman Jetty.

So uh we're in the discussion?

Not yet.

Um not yet.

Not yet.

Not yet.

So you know we'll have the roll call vote and everything else.

Now Alderman Jetty.

Uh thank you.

So um so I I looked uh through the contracts and I I noticed that uh you know most of the uh people we're uh companies that we're contracting with are um you know Massachusetts based you know Boston, Boston, uh Framingham and Boston.

Um one of them is uh We are New Hampshire.

And I'm just wondering um uh you know we we like to encourage um you know local businesses we like to support uh you know the local businesses and I'm just you know uh looking for an explanation as to you know why why everybody's out of town and is it is it because of uh you know uh in state people aren't you want to do this work or the you know the it was a low bid uh process or what can you explain that sure I I I think it might be a little bit of a uh of a misnomer to suggest that these are all uh Massachusetts based companies uh in the sense that left field has an office in Manchester, New Hampshire.

Uh Consigli has an office in Manchester, New Hampshire.

Um I think it's fair to say design lab is Boston based.

Um geotechnical services and universal environmental consultants, I'm not as GSI is in New Hampshire, but uh environmental service uh Boston So they have the the so and and their personnel certainly uh is is um uh uh and field office if you will is is is in New Hampshire for for a bulk of these uh contracts um we don't uh yes I hear the point that we try to uh when we can uh procure people locally um and certainly that is something we all keep an eye towards but then we also have to look at what we get for terms of quality and making sure that we get the best price and all this goes into the into that type of uh conversation and ultimately um the procurement of of these individual contracts went through a thorough vetting uh thorough vetting process uh we issued RFPs we've done interviews um our standard process uh alderman jetty our trustee jetty that I know you're you're intimately familiar familiar with thank you okay and follow up yes thank you I actually uh thank you for that answer and I have another another question I I noticed that on the contracts there are uh performance dates and the dates don't seem to coincide with the presentation that Ms.

Gallo made um and some of them have no dates you know it's a blank so could you could you talk about that as a chair I'd like to follow up on that you may follow up.

Obviously, those start times didn't match initially when they submitted them to us.

So the time of issuing of the contract based on what they're providing us right now and the time we issue the contract back, so then we'll revise the schedule and provide you an update based on that.

Okay.

There was a budget that we were focused on.

Oh no.

Yeah.

Took up a little of our time.

Okay.

Any other questions?

Yes.

Uh Alderman Johnson.

Thank you very much.

Um in the motion.

Uh my question is, since we have a million dollars towards this, how come we don't have um total of a million dollars not to exceed a million dollars or not to exceed $789,064?

So we know we have that amount that we're not exceeding either the amount that everything totals to, or that full dollar amount of the million dollars.

It should be a not to exceed in there.

Uh I we have not really done that per se in the past.

Uh because what we are approving, if you look at it, is listed what we are approving.

So one would assume we can accede.

The we are authorized, such in the case of left field of 103,000 and 48 dollars, zero cents.

We're not gonna add a nickel on to it.

I'm just making that point.

Okay, thank you.

Alderman Dowd.

Yeah, for the overall contract, we don't need a not to exceed because we only authorized a million dollars.

So we can't go over a million dollars because that's all they have.

And these items here, if there are changes that happen for unknown reasons right now, we need that flexibility, otherwise it takes weeks to get the additional months.

So this is these do not need to be not to exceeds.

Every one of the invoices will be reviewed when they come in.

Right.

And I do have a question to Mr.

Cummings.

Uh, according to Ms.

Gallo's presentation.

Does this uh have everything that is listed, or what is just needed for today?

I thank you.

If I if I could, Ms.

Jimmine.

Uh this is what's needed to get the project going uh in earnest to get us through until the next meeting.

I certainly as we start to the design.

If we have another need for a consultant, we and a contract, we would bring it before you for approval, which is one of the reasons why, as Alderman uh Dowd mentioned, we want a little bit of a buffer because we cannot exceed that one million dollars.

Yeah.

Yes, question.

Yeah, this one is on the design.

Oh, sorry, trustee cane.

Um this one's on the design lab contract, uh small, but I'd like to clarify.

In attachment C 2.2, which is the architects activities and deliverables, letter J.

It mentions um parking in there, parking layout and service access.

I understand the access part, but I wanted to clarify.

Are we responsible for parking?

I did not think that that was part of this project, that lot that's next door.

I I could probably ask that question, answer that question.

Um so they required so every construction project in my career has required a uh planning board review.

And whether you need or you have parking on that parcel or not, they need to do an evaluation and actually look at it and go from there.

Whether you need it or not will be evaluated as the project design happens.

Thank you.

All right, you're welcome.

And and to that point, so everyone is aware, the city of Nashua is not exempt from our land use uh controls and ordinances, and so this project will have to go through a full permitting process.

Correct.

Okay, see uh any further questions?

Okay, seeing none, motions on the floor, call for the vote.

Roll call.

Yeah, it's gonna have to be a roll call, absolutely.

Okay, trustee uh Dresner.

Yes.

There you go.

Properly done.

Thank you.

Now everybody else just followed get in the dance.

There you go.

All right.

Uh trustee Jackworth, yes.

Trustee Jetty.

Yes.

Trustee Kane.

Yes.

Trustee Kennedy, yes.

Trustee Canaparadiddy?

Yes.

Okay, thank you.

Trustee Laflamme?

Yes.

Uh Alderman Johnson?

else just follow get in the dance here you go first yes all right uh trustee jackwith yes trustee jetty yes trustee cane yes trustee kennedy yes trustee kind of paradiddy yes okay thank you trustee laflamme yes uh alderman johnson noud yes uh alderman greg yes and alderman o'brien votes yes uh we have one two and the one ten to one yeah and we have uh ten to one yeah ten to three so uh that motion carries and we'll move on to other expenditures for approval director cummings uh there there are none at this time mr chairman okay good all business there is none this is the first meeting so uh this here's our favorite uh motion here alderman dood motion adjourn by roll call motion to adjourn all those in i can't do that now i gotta do roll call uh trustee dresner yes here you go trustee jackwith yes trustee jetty yes trustee cane yes trustee kennedy yes trustee kennel paradiddy am i getting better uh trustee la flamme yes uh alderman johnson yes alderman doubt yes alderman greg yes and alderman o'brien votes yes uh i'm gonna declare uh adjourned at this meeting is adjourned at uh 657 and i thank you all and uh we'll get back to you when our next meeting is we're looking shooting august yeah august september we'll get it okay now the committee of infrastructure please hold on in three minutes or trustees have to meet yes yeah we're gonna go into uh you're not with us on this one no no