Wednesday, May 6, 2026

Building size, surveys, and engineering needs

The committee agreed to develop a conceptual design from survey and engineering data before hiring an architect. No vote count was given.

The committee talked about the size of the building and the studies needed first. The consultant and a member said the project needs a full site survey, a wetland delineation (marking where wetlands are), and geotechnical borings (soil tests) to learn about soil and foundation needs. Survey costs were estimated at about $15,000. The committee agreed to develop a conceptual design from the survey and engineering data and set the building footprint and site layout before hiring an architect. The consultant also said the town must coordinate with utility providers for power, water and sewer, and plan for fire protection such as sprinklers and hydrants.

RFQ/RFP plan and project management approach

The committee agreed to prioritize an RFQ/RFP for survey and engineering work. The motion to adjourn carried unanimously.

The committee discussed whether to use design-build (one firm designs and builds) or to hire separate engineering and architecture firms. Several members preferred finishing survey and engineering first to avoid extra markups and keep control. Two members proposed drafting an RFQ/RFP (a request for qualifications or proposals) for survey and engineering work, aiming to issue it within a month and using past projects as examples. Several members volunteered to help draft and review. The meeting adjourned at 6:31pm after a motion by one member, seconded by another.

Wetlands and site limits for Public Safety Building

A consultant from Beals Associates spoke with the committee about limiting harm to wetlands at the proposed site. He said the state wetlands office (DES Wetlands Bureau) wants disturbance kept small. He said the town is not usually held to its own wetland setback rules, and that state buffers only apply to septic systems. Work that disturbs under 10,000 square feet of wetland needs only a minor permit. Larger work needs a major permit, which could bring big costs for mitigation (making up for the harm) or payments to the ARM fund, a state fund for wetland repair. The committee talked about using upland (dry ground) areas for mitigation and offering much of the parcel for conservation to help with state review. It also discussed keeping disturbance under an acre. A member said there are few other sites in town, so the current parcel has to work.

State permit steps and timeline

The consultant said the Wetlands Bureau usually takes 75 days to respond, and can add 30 more days, so approval likely takes 100 to 120 days. An Alteration of Terrain (AOT) permit, which covers large soil-moving projects, has a 50-day review, but backlogs can make it longer. He said towns may speed this up by calling the reviewer directly. He and a member said the state now handles wildlife study review itself instead of sending it to Fish and Game, which cuts delays. State permits for the project last five years and can be extended five more years.

Architect and consultant recommendations

The consultant suggested two possible architects, Tom House of Stratum and Lisa Destefano, and said both have worked on municipal and safety buildings. He offered more contacts and sample RFPs (requests for proposals). He described his firm's similar work, including the Portsmouth Fire Station, and said it would work with any architect the committee picks.

Stormwater and environmental review

The consultant proposed using upland areas for stormwater ponds and swales (shallow channels that carry water), doing test pits to find the water table, and making sure runoff is treated and refills the aquifer. He offered to review environmental overlays and historic permit rules at no cost. He said no major historic or archaeological problems were expected at the site.