Thursday, February 12, 2026

Closed session on specific properties

Motion to enter nonpublic session carried by unanimous vote. Motion to leave carried by unanimous vote. Motion to seal the nonpublic minutes carried by unanimous vote.

At 6:34 pm the committee went into a nonpublic session (a closed meeting allowed under RSA 91-A:3) to discuss specific properties and owners under RSA 91-A:3(II)(d). It left the session at 6:52 pm. The chief then moved to seal the nonpublic minutes, meaning they are kept from the public.

Construction contracting methods presentation

Two representatives of Martini Northern, a Newfields firm, explained three ways to run a building project. Design-Bid-Build: architects draw plans, contractors bid, and the lowest bidder is usually picked. It is common for towns and has no contingency fund (money set aside for surprises). Construction Management: an architect is hired early, then a management firm helps with budgets and oversight. It uses a guaranteed maximum price contract. Design-Build: one contract covers design and construction, giving early cost certainty and faster delivery, though the owner may have less control. The presenters said Design-Build and Construction Management involve more teamwork and have contingency funds. They said Design-Bid-Build is slower and puts more risk on the owner for change orders (paid changes to the work). They said the first two usually pick firms through a public request for proposals, sometimes with interviews. They said Design-Bid-Build uses competitive bidding. The committee was told it needs conceptual plans and preliminary budgets before town votes.

Contingency funds and change orders

A Martini Northern presenter said Design-Build and Construction Management contracts usually start with a contingency of about 10% of estimated cost. It is lowered as the design is finished, to about 5% when construction starts. The funds cover missed items in the plans, such as coordination errors between architect and engineer drawings, so the town does not pay directly for them. The presenter said change orders can come from unforeseen site conditions, owner changes, or errors in drawings. He said contracts often have a savings clause, such as a 75/25 split of unspent contingency between owner and contractor. He gave an example from a past municipal project where savings paid for air conditioning without going over the guaranteed maximum price.

Project planning and funding strategies

Committee members discussed steps for planning a public safety building: space needs assessments, site selection, budgeting, and funding. They said funds for early design and engineering are needed before town votes. Examples from other towns ranged from $10,000 to $64,000. A member shared research on Candia, Brookline, and Plymouth and suggested contacting other towns. The police chief and a police lieutenant reported that grants exist, but eligibility often depends on project readiness and community makeup. The committee said planning steps should be done before applying. A member described towns using warrant articles (questions voters decide) to build dedicated capital reserve funds over time. The committee also listed tasks. The lieutenant will expand a spreadsheet of comparable public safety buildings, with size, cost and features. One member will keep researching other towns.