City Council

CITY OF LACONIA – CITY COUNCIL Thursday, March 23, 2017 City Hall – Conference Room 200A Special Meeting CALL TO ORDER Mayor Engler called the meeting to order at the above date and time. RECORDING SECRETARY City Clerk Mary Reynolds ROLL CALL City Clerk Reynolds called the roll with the following Councilors in attendance: Ava Doyle, Henry Lipman, Brenda Baer, Robert Hamel and Armand Bolduc Councilor David Bownes joined the meeting after the roll call. STAFF IN ATTENDANCE City Manager Scott Myers, Finance Director Donna Woodaman DISCUSSION REGARDING THE LAKESIDE AVENUE BEAUTIFICATION PROJECT Mayor Engler introduced the topic and requested a brief back up from City Manager Myers for this project. City Manager Myers did so and noted that the prime concern of this project at this time is with the underground utility work being completed by Eversource, specifically with the pricing agreed upon for the scope of work. City Manager Myers commented that Eversource has been a positive partner for the City in various projects, including the current LED lighting project, and it is the hope this will continue. Mayor Engler welcomed the representatives from Eversource and introduced Paul Ramsey, Vice President of Operations. P. Ramsey reviewed the process of estimating work and comparing this information to completed work at the conclusion of the project. The working relationship with the City has been very positive, as contrary to other communities they have worked with, and the project that is being completed at this time is following this path. P. Ramsey stated that he feels the issue at hand can be worked out. Mayor Engler asked for an explanation of the discrepancy. P. Ramsey replied that because this is a contracted project and having a verified number at this time is not possible. Mayor Engler commented that it is his understanding that one line item in the estimate appears to be the culprit. P. Ramsey stated that he is going to assume that this is accurate but he will not know further until looking at the conclusion but having two (2) contractors come in with the very close numbers it would appear the numbers are correct. City Manager Myers agreed with this and the numbers provided by the subcontractors are accurate, and the increase in cost is attributed to labor. Page 1 of 3 Councilor Lipman thanked Eversource for their attendance and willingness to work together with this. Councilor Lipman asked for a timeframe estimate to reconcile the information to come to a conclusion. P. Ramsey replied that he will work with whichever member of the City the Council should choose and will have this information as soon as possible. Councilor Hamel stated that knowing that Eversource shares the City’s concerns is very good to hear. Councilor Hamel noted that this is not the first project that Eversource has done underground. P. Ramsey agreed with this but added that underground construction is unpredictable and more susceptible to problems arising. Councilor Baer commented that the Contingency does not appear to cover the cost increase and P. Ramsey noted that it would not cover an overage if this size. Councilor Lipman added that a typical average is used for calculating contingency information. Councilor Bownes expressed his appreciation to Eversource and asked if the exact reasons for the cost over runs could be identified at this time or if they will need to be identified at a later time. P. Ramsey reiterated that a complete analysis will be done and after discussions with the contractors they will have an answer. Working with the facts is needed Councilor Hamel explained that as a Council they are in a difficult position because they have voted on a project with specific items they have planned for the project which will need to be reduced at this time. P. Ramsey asked to talk about the other items on the project and make decisions at that time. Mayor Engler stated that he feels the appropriate course of action at this time is to, in light of the comments made by P. Ramsey and City Manager Myers, to authorize the City Manager to enter into immediate conversations with Eversource in terms of determining what the final financial obligation of the City will be and to have the City Manager report back to the Council as soon as Monday evening at the next meeting. Motion to authorize the City Manager to enter into immediate conversations with Eversource in terms of determining what the final financial obligation of the City will be and to have the City Manager report back to the Council as soon as Monday evening at the next meeting made by Councilor Doyle and seconded by Councilor Bolduc. Councilor Lipman requested clarification if this would authorize the City Manager to come back with a proposal or to make the decision on how to proceed. Mayor Engler advised that he will be coming back with a proposal and the decision will be for the Council to make. City Manager Myers stated that this will be an expedited discussion because the Council will need to make decisions on the project to meet the schedule at the meeting on Monday. Mayor Engler called the question and the motion passed with all in favor. Mayor Engler thanked all of the Eversource representatives for being in attendance today. Page 2 of 3 ADJOURNMENT Mayor Engler noted that a non-meeting to discuss contract negotiations will be held immediately following this meeting. Motion to adjourn at 2:27 made by Councilor Bolduc and seconded by Councilor Baer; the motion passed with all in favor. Respectfully Submitted: Mary Reynolds, City Clerk The minutes of this meeting were accepted by the City Council at there meeting of March 27, 2017. Page 3 of 3