SPECIAL MEETING MINUTES
July 27, 2012

Call to Order

The meeting was called to order at 1:00 PM at the town office.  Board members in attendance were Lewis Sumner, Edee Edwards, and Earl Holtz. Others in attendance were Jessica Bruno, Joe Tamburrino, Christina Moore, Brad Rafus, and William Rossignol from Holden Engineering.

The purpose of the meeting was to review deck replacement options for Old County Farm Road (Highway C3022) over Bridge #0037 Green River.

A complete description of the replacement options and estimated construction costs as prepared by William Rossignol, PE from Holden Engineering is attached.

Rossignol noted that the existing bridge beams are undersized for the length of the bridge. Additional cross bracing is included in all of the estimates and highly recommended by Rossignol. The cost estimate for the bracing is $13k. It was noted that a concrete deck would produce a bridge posted at an HS-20 Load- (all legal loads). A timber deck would produce a bridge with a posting for 8 tons if no modifications are made to the steel, or 22 tons if additional lateral bracing is added. Moore asked whether a 22 ton limit would accommodate a fire truck or logging trucks. Rossignol replied that it would probably be on the shy side.

One major issue that needs to be addressed is whether there is currently lead paint on the existing beams. If there is lead paint, Rossignol estimates the cost for lead abatement will be around $42k as per a gentleman he works with at the State of NH in bridge rehabilitation. Another major issue is access for the property owners. Rossignol suggests a temporary footbridge across the river.

Moore inquired where there is any testing we can do for lead paint. Rossignol replied yes, and suggested that we should chip off a sample of paint and send it for lead analysis.

Rossignol noted that this bridge does not have wing walls. One issue is that sand washes down and sits on the abutment seat which causes corrosion. He recommends excavation on the four corners of the bridge to stabilize it and keep the water out. This will help keep the steel beam seat areas dry.

Disposal of the steel versus its salvage value was discussed.

Moore also asked Rossignol if he could prepare an estimate for new steel with a timber deck. Rossignol also discussed the option of having timber beam and timber deck construction. It is a competitive price when compared to the steel option. At a span of 66 ft long, he will have to look at the economy of timber. Other issues with timber beam and deck construction were discussed such as the need for a pier or coffer in the middle of the river including resulting damming and flow issues, as well as permit and administration issues.

Edwards noted that the Selectboard would not be able to make a decision today as there are too many open issues. When making a decision, Edwards will be looking at cost performance, length of time of use, and maintenance. The life span of the alternatives was discussed. Rossignol did not offer a specific time span. He noted that maintenance and usage plays a big role in the life of a bridge. Life span is largely driven by how well you maintain it. He also noted that there is the possibility of galvanizing the steel beams versus painting them and he will get pricing for that. Rafus noted that it has been 38 years since we last re-decked that bridge. Rossignol noted that whether we go with steel or concrete, his recommendation is to pave the bridge area as well as a small area on each end. A concrete deck has a membrane to keep water out, but it should also be paved. Paving is included in the cost estimates.

Rossignol noted that if were to go with a complete new structure, there would be an additional $6k of engineering costs.

It was noted that a temporary walkway should be covered by grants. The maximum amount of the State grant is $175k and the town’s match is 10%.

Tamburrino noted that he knows a gentleman certified in lead removal in three states and inquired whether he could speak with Rossignol. Rossignol replied that it would be fine if he called to discuss the lead paint issue with him.

At this time the group thanked Mr. Rossignol, and he left the meeting.

River Debris Project

Holtz had form ADS78 Assurance Related to Real Property Acquisition. This form certifies that we talked with the property owners to let them know what is going on. Edwards suggested waiting to sign it until we get the permission forms back from the landowners.

Edwards inquired whether we received any specifications on the scope of work. Holtz replied that he received a specification sheet from Dew Adam and gave it to Tamburrino so that he could prepare bid packages. Holtz also noted that the USDA wants it administered as one project with four locations. It was also confirmed that the work must be completed in August.

Other Business

Tamburrino noted that SVE has not scheduled a meeting with Renaud Brothers yet, but they should have one scheduled before 8/7/12. The engineer that will be doing the inspections is Thad Betts. SVE is in the process of preparing the bid package for Deer Park Bridge. SVE has a bid due date of 9/4/12. It was noted that we would not be able to work on Deer Park Bridge until next year, and that SVE should be focusing on Hale Road Bridge instead. Holtz asked Tamburrino to ask SVE to expedite Hale Road Bridge as they may be able to get the river work done by October 15.

Moore noted that a notice of award prepared by SVE was signed by Sumner, but it does not list the conditions that were in the motion. Bruno prepared the two notice of awards with conditions for Sumner to sign and dated them July 27, 2012 so they are dated after the SVE notice. These notices of award were mailed to SVE and Renaud Brothers today.

Moore noted that the certificates of insurance were mailed to Peter Boemig. She noted that we are still missing on right of way and need to communicate this to Renaud Brothers.

Moore noted that the Weir Road Bridge funding is confirmed. The State confirmed $94,666.

Moore noted that applications for project extensions have been filed. She requested an extension of 12/2013 for Hale Road Bridge, Deer Park Temporary, and Deer Park Permanent. An extension of 12/2012 was requested for Reed Hill Bridge.

Edwards inquired whether we need to wait until we have the bids in order to write to the State to inform them of a change in scope and cost. Moore replied no as we are still under on cost. As per Ben Rose, for any changes that are close or within 10%, we do not need to do anything. Should we change to a concrete from wood deck, this would require notification to the State and a scope change.

Edwards made a motion to put out to bid, the removal and disposal of the Reed Hill Bridge original decking that is at the town garage. Holtz seconded the motion which passed 3-0-0.

Moore also reported that a PW was written and approved by FEMA for the Weir Road Bridge.

Adjournment

The meeting was adjourned at 2:33 pm.

Respectfully submitted,

Jessica Bruno

Selectboard Secretary

7-27-12