CMM 2023-06-11
Minutes of Meeting for Worship with Attention to Business
Concord (NH) Monthly Meeting of
the Religious Society of Friends
Sixth Month 11th, 2023
Fourteen Friends gathered for Meeting for Worship to attend to business, in person and by Zoom. We opened with a brief period of quiet worship.
Minutes of Fifth month 2023 were approved as posted on our website.
06.01 Operations Statement: Friends received the report for the fiscal year that concluded at the end of May with a column of comparisons to the end of the previous fiscal year. Total income was $30,490.23 and total expenses were $27,254.68. This left a net income for the year of $3,235.55. A few items were explained in response to questions and Friends expressed gratitude for the work of Finance committee.
| Total Income: | $30,490.23 | |
|---|---|---|
| Total Expenses: | $27,254.68 | |
| Net Income: | $3,235.55 |
06.02 Childcare Planning Committee: The ad hoc child care committee (for the proposed rental of our space for an outdoor childcare program) presented details about building upgrades that they believe would be necessary to make this possible.
There are some ongoing uncertainties about some aspects of this proposal which lead to a range of possible expenses for this project. The committee estimates that the cost would be in the range of $18,000. They are suggesting that we have a capital campaign and/or seek out a loan to be serviced over the next five years.
Friends brought forward a number of ideas that impact the decision of whether to move forward expeditiously. We know that it is important to the business that would offer this program that we say yes or no to the proposal quite quickly as they need to begin trying to get children enrolled for the fall.
Friends approved moving forward on this project with addition of Elaine B to this ad hoc childcare committee. The Meeting approves raising up to the sum of $18,000 through fundraising conducted by the committee and/or private loans as required. Finance committee will implement loans as needed and may advance from cash on hand to initiate work.
The Childcare Planning Committee will oversee the work, minimizing expenses to the extent reasonable, through the use of volunteer skilled labor, and will report monthly to the Finance and Property committees until the completion of work.
06.03 COVID Policy: Friends approved waiting until the July Meeting for Worship with attention to business to make any adjustments to our COVID policy.
After a brief time of quiet worship, Meeting adjourned, purposing to meet again on the Second Sunday of the Sixth Month of 2023.
| Submitted by, | Accepted as the Approved Record, | |
| /s/ Jennifer J Smith, Recording Clerk | /s/ Heidi Babb, Presiding Clerk |
| Concord Monthly Meeting Statement of Operations | 2022-06-01 – 2023-05-31 | Budget – FY 2022-23 | $ Over Budget | % of Budget Remaining |
|---|---|---|---|---|
| Income | ||||
| Contributions | 27,591.35 | 27,400.00 | 191.35 | 100.7% |
| Interest Income | 929.88 | 810.00 | 119.88 | 114.8% |
| Rental Income | 1,729.00 | 900.00 | 829.00 | 192.1% |
| Solar Roof Lease | 240.00 | 240.00 | 0.00 | 100.0% |
| Total Income | 30,490.23 | 29,350.00 | 1,140.23 | 103.9% |
| Expense | % of Budget Spent | |||
| Program | ||||
| Finance Committee | 0.00 | 30.00 | (30.00) | 0.0% |
| Hospitality | 64.84 | 100.00 | (35.16) | 64.8% |
| Library | 25.59 | 140.00 | (114.41) | 18.3% |
| Ministry and Counsel Committee | 0.00 | 400.00 | (400.00) | 0.0% |
| Outreach Committee | 189.80 | 175.00 | 14.80 | 108.5% |
| Peace & Social Concerns | 0.00 | 150.00 | (150.00) | 0.0% |
| Right Relations | 0.00 | 400.00 | (400.00) | 0.0% |
| Web Site Committee | 147.63 | 1,000.00 | (852.37) | 14.8% |
| Youth & Religious Ed. Committee | 176.21 | 300.00 | (123.79) | 58.7% |
| Total Program | 604.07 | 2,695.00 | (2,090.93) | 22.4% |
| Property | ||||
| Data Usage | 1,007.86 | 960.00 | 47.86 | 105.0% |
| Debt Service | 3,806.40 | 3,805.00 | 1.40 | 100.0% |
| Donation in Lieu of Taxes | 500.00 | 500.00 | 0.00 | 100.0% |
| Electricity | 999.12 | 1,000.00 | (0.88) | 99.9% |
| Grounds | 78.25 | 100.00 | (21.75) | 78.3% |
| Insurance | 2,884.26 | 2,890.00 | (5.74) | 99.8% |
| Maintenance | 1,276.06 | 1,180.00 | 96.06 | 108.1% |
| Replacement Reserve Expense | 3,810.00 | 3,810.00 | 0.00 | 100.0% |
| Snow Removal | 1,460.00 | 1,600.00 | (140.00) | 91.3% |
| Supplies - Bldg. & Maintenance | 149.86 | 250.00 | (100.14) | 59.9% |
| Wood Pellets | 1,318.80 | 1,200.00 | 118.80 | 109.9% |
| Total Property | 17,290.61 | 17,295.00 | (4.39) | 100.0% |
| Support | ||||
| AFSC | 1,640.00 | 1,640.00 | 0.00 | 100.0% |
| Dover Quarterly Meeting | 10.00 | 10.00 | 0.00 | 100.0% |
| FCNL | 157.00 | 157.00 | 0.00 | 100.0% |
| Friends Camp | 314.00 | 314.00 | 0.00 | 100.0% |
| FWCC | 68.00 | 68.00 | 0.00 | 100.0% |
| Interfaith Council | 50.00 | 50.00 | 0.00 | 100.0% |
| NEYM - Equalization Fund | 314.00 | 314.00 | 0.00 | 100.0% |
| NEYM - General Fund | 6,491.00 | 6,491.00 | 0.00 | 100.0% |
| NH Council of Churches | 75.00 | 75.00 | 0.00 | 100.0% |
| Woolman Hill | 241.00 | 241.00 | 0.00 | 100.0% |
| Total Support | 9,360.00 | 9,360.00 | 0.00 | 100.0% |
| Total Expense | 27,254.68 | 29,350.00 | (2,095.32) | 92.9% |
| Net Income | 3,235.55 | 0.00 | 3,235.55 | 100.0% |
NB. The Income & Expenses Sheet was created with two decimal points, which were removed for readability, the cents being unimportant to the overall understanding. This can have the effect of throwing off any given sum by a dollar due to compounded rounding. — Prepared by Greg Heath and Chris Haigh.
| Concord Monthly Meeting Balance Sheet | 2023-05-31 | 2022-05-31 | $ Change | Notes |
|---|---|---|---|---|
| ASSETS | ||||
| Current Assets | ||||
| Checking/Savings | ||||
| Checking | 23,630 | 20,409 | 3,221 | |
| Granite State Cr Union Savings | 10 | - | 10 | new account |
| Money Market | 6,613 | 6,605 | 8 | |
| Total Checking/Savings | 30,253 | 27,014 | 3,239 | |
| Other Current Assets | ||||
| Prepaid Electricity | 5,002 | 6,001 | (999) | decreased $1,000 yearly |
| Prepaid Expense - Other | - | 148 | (148) | |
| Prepaid Insurance | 1,738 | 1,643 | 96 | |
| Prepaid Wood Pellets | 604 | - | 604 | the bin is nearly full now |
| Total Other Current Assets | 7,344 | 7,791 | (447) | |
| Total Current Assets | 37,597 | 34,805 | 2,792 | |
| Fixed Assets | ||||
| Building | 466,455 | 466,455 | - | |
| Land | 144,400 | 144,400 | - | |
| Total Fixed Assets | 610,855 | 610,855 | - | |
| Other Assets | ||||
| Granite State Credit Union CD | 3,034 | - | 3,034 | long-term savings |
| NH Comm. Loan Fund | 24,869 | 23,982 | 887 | long-term savings |
| Total Other Assets | 27,904 | 23,982 | 3,921 | |
| TOTAL ASSETS | 676,355 | 669,642 | 6,713 | |
| LIABILITIES & FUND BALANCES | ||||
| Liabilities | ||||
| Mortgage Loan | 6,340 | 9,723 | (3,383) | last payment will be January 2025 |
| Total Liabilities | 6,340 | 9,723 | (3,383) | |
| Equity | ||||
| General Fund Balance | 610,855 | 610,855 | - | |
| General Fund Balance - Other | 561 | (8,134) | 8,694 | from FY net gain, loan principal payments, closing operating reserve of $2,000 this year |
| Total General Fund Balance | 611,416 | 602,721 | 8,694 | |
| Temp. Restricted Net Assets | ||||
| Donor Restricted Funds | ||||
| Asylum Seekers Support Fund (ASSF) | 37 | 1,760 | (1,724) | |
| Kakamega Family Support Fund | 2,553 | 794 | 1,759 | yard sale |
| Mindful Mortality | 775 | 200 | 575 | |
| Social Justice Fund | 303 | 603 | (300) | |
| Solar Grant Fund | 1,209 | 1,209 | - | |
| Total Donor Restricted Funds | 4,877 | 4,567 | 310 | |
| Meeting Temp. Restricted Funds | ||||
| Blended Meeting Technology | - | 183 | (183) | |
| Building & Grounds Fund | - | 485 | (485) | |
| Friendly Assistance Fund | 950 | 1,000 | (50) | |
| Operating Reserve | - | 2,000 | (2,000) | |
| Replacement Reserve | 52,773 | 48,963 | 3,810 | annual increase per budget |
| Total Meeting Temp. Restricted Funds | 53,723 | 52,631 | 1,092 | |
| Total Temp. Restricted Net Assets | 58,600 | 57,198 | 1,402 | |
| Total Equity | 670,015 | 659,919 | 10,096 | |
| TOTAL LIABILITIES & EQUITY | 676,355 | 669,642 | 6,713 | |
Concord Friends Meeting
Code Compliance Plan for Childcare Program
June 11, 2023
Introduction
The Canterbury Fire Chief and the Meeting are presently negotiating acceptable building improvements in order to host a childcare program. The Chief has asked the Meeting to create and implement a fire safety improvement plan under the guidance of a building specialist such as a licensed engineer or architect. The Childcare Planning Committee (Ruth Heath, Greg Heath, and Dave Woolpert) are working with an architect, Chris Carley, with whom the Meeting has consulted in the past, and he is consulting directly with the fire chief to create a plan consistent with applicable codes. As a place of assembly and as a childcare facility different codes must be considered and the more conservative of the various requirements must be implemented. Some of the items in the codes are open to interpretation; thus, we have referred to the process as a negotiation. The budget for the plan we present today is the most conservative interpretation that the Chief may land on, and he is the final decision maker.
Summary
In this proposal we will take you through
- The benefits and rationale
- Details of requirements including
- Substantially upgraded fire alarm system
- Kitchen considerations
- Fire separation between the mechanical room and the Fellowship Room
- Comments regarding timing of our decision
- The Budget, which comes to $17,077
- Our funding proposal
- An offered minute that could be adopted
Benefits / Rationale
The committee feels this plan is advisable whether or not the currently envisioned childcare program becomes a reality or not. For many years the Meeting resisted building a meetinghouse because it would probably sit empty much of the week and thus become an unfortunate use of resources. Once the Meeting decided to build, its intention was to attract an appropriate use such as a childcare program. Having coexisted with the Merrimack Valley Day Care Service for so many years, the need for and benefits of good childcare programs became embedded in our DNA. Whether the current program starts up or lasts, the Meeting will benefit by becoming an appropriate and approved space for such activities. A Hanover Friend recounted the experience of a meeting in Maryland that started a childcare program. The natural outreach began to attract families to the Meeting, and it has made a huge difference there.
Fire Detection/Alarm/Notification System
The most costly item required will be a fire alarm system with smoke and heat sensors, alarm pull stations at exits, local notification (horns and strobe lights) and fire department dispatch notification. Additionally the photo-luminescent exit signs in the Fellowship Room do not receive adequate ambient light to meet code so lighted exit signs will be required along with emergency lighting during power outages. These points are clear in the codes. It will be necessary to run conduit along the ceiling tucked next to the beam in the Meeting room for the pull station alarm by the side exit and a smoke detector.
Kitchen
Under discussion is fire suppression in the kitchen. This is an issue even though the child care program will not be leasing or using the kitchen. Such systems are extremely expensive (approx. $2,500) and we do not recommend installing one. Chris takes the position that no suppression system is required. If that is denied, one possibility would be to remove the cook oven. Another would be to disable the range top and maintain it as warming oven with appropriate signage on the appliance and on the wall by the range power outlet. Guidance from the Meeting is needed in this regard.
Mechanical Room
The wall between the mechanical room and the Fellowship Room is also under discussion. Under guidance from the state the Chief wanted an additional layer of sheetrock added to the boiler side of the wall to achieve a one hour fire rating. Our position is that with wall penetrations sealed, the wall is presently rated for one hour after the door, presently rated for only 20 min., is replaced. Additionally the supports and shelf for the air exchanger need to be sheetrocked and the opening to the attic above the lobby needs to be closed off. An option under consideration and in our budget is building a small room within the mechanical room to house the boiler, a solution easier to implement than adding sheetrock to the entire wall.
Timing
Deb Follansbee has been working diligently to get her program up and running since February. Her experience with running a similar program in Hopkinton led her to believe that the fire codes were not going to be a problem. She was feeling the pressure to begin advertising because families are well into making their plans for the fall before this significant delay in planning cropped up. She cannot take deposits from families and therefore cannot advertise until she is licensed, and she can’t be licensed until the fire chief signs off on fire safety. At this point, time is of the essence.
Budget
We have budgeted conservatively. For instance all items are considered generous except for the Fire Alarm system which will be contracted for a set fee. We have built in a 10% cost overrun for unanticipated expenses. We may not need to create the room around the boiler. We should note that given insufficient time to gain proper approvals, the committee members have personally guaranteed the architect fee in case the proposal is not approved. See the line items with some additional notes on the next page. The total budget comes to $17,077.
Funding
We propose that the Meeting undertake a capital campaign to raise these funds. Any shortfall would be made up for in private loans with a five year term not to exceed 5% interest. If we were to borrow the full amount under these terms the monthly payment would be $322.26. Our present mortgage will be finished in January 2025. That debt service of $317.17 per month will end then.
Proposed Minute
The Meeting accepts the proposed Code Compliance Plan for Childcare Program and approves raising up to the sum of $17,077 through fundraising conducted by the Committee and private loans as required. Finance Committee will implement loans as needed and may advance funds from cash on hand to initiate work. The Childcare Planning Committee will oversee the work minimizing expenses to the extent reasonable through the use of volunteer skilled labor and report monthly to the Finance and Property Committees until the completion of work.
Budget Line Items
| Item | Initial cost | recurring | Notes |
|---|---|---|---|
| Fire Alarm | 11,841 | Annual monitoring $330 to be paid by Deb Follansbee, Two bids received; local company selected (Mango Security Service) | |
| Additional Cost of Electric Usage | - | 100 | 10% increase (estimated) to be negotiated with Oxbow Solar LLC |
| Replacement reserve | 381 | recommending 10% increase to account for accelerated wear and tear on walls and floors and doors. | |
| Code Compliance Consultant | 1,500 | Architect presently advising. Heaths and Woolpert personally guarantee fee if proposal is not accepted. | |
| Lighted Exit signs (4) | 100 | ||
| Replacement reserve | 60 | ||
| Electrician | 1,000 | ||
| Fire door | 1,000 | ||
| Fireproofing seal wall penetrations in mechanical room | 50 | ||
| Fired Department keyed entry box | 50 | Not in narrative. Allows Fire Dept. key access for alarm response to avoid breaking and entering | |
| Create room around boiler | 1,000 | May not be needed. See narrative. | |
| Unforeseen | 476 | 10% of total cost not including fire alarm | |
| Totals | 17,077 | 481 |
PO Box 7368, 126 Lily Pond Road
Gilford, NH 03247-7368
603-524-2780
June 5, 2023
Name: Meeting House
Address: 11 Oxbow Pond Road
Canterbury, NH 03224
Attention: Greg Heath 603-219-4491
Email: gregoryheath51 [at] gmail [dot] com
Location: 11 Oxbow Pond Road Canterbury, NH 03224
Proposal to install a hard wired addressable fire alarm system in the Meeting House with an AES 2-Way radio for reporting to the Central Station See Plans for details.
Fire Alarm Proposal Parts List
| PART # | QTY | DESCRIPTION |
|---|---|---|
| 3992715 | 1 | IPA-100 127 point addressable fire, releasing panel, 5A power supply, 2 NAC class B up to 3A, 2 I/O circuit up to 1A, 8AH or 18AH batteries in cabinet, 16"w x 17"h x 3.875"d |
| 3992775 | 9 | PAD300-PD PAD 300 PHOTO DETECTOR (UL 7th Edition) |
| 3992776 | 2 | PAD300-HD PAD 300 HEAT DETECTOR |
| 3992782 | 11 | PAD300-6DB PAD 300 6" DETECTOR BASE |
| 3992720 | 4 | PAD 100-PSDA PAD 100 PULL STATION DUAL ACTION |
| RJ-RMSBB | 1 | Surface back box for Pull Stations, red |
| 5250100 | 4 | Potter CAT-30-MS lock and key for pull station |
| 4890030 | 4 | HS-24WR WALL SELECTABLE HORN/STROBE RED |
| 4890060 | 1 | HS-24WR-WP HORN/STROBE RED WEATHER PROOF |
| IM-12120 | 1 | UltraTech Power Products 12V 12AH sealed lead acid rechargeable battery |
| IM-12180NB | 2 | UltraTech Power Products 12V 18AH sealed lead acid rechargeable battery Nut & Bolt |
| 0E-PPS1650 | 1 | W-Box PPS1650 16.5V 50 VA class II grounded transformer with LED and PTC, white |
| AE-7788F-ULP | 1 | AES 7788F 2-way mesh network Fire Radio and 7794 IntelliPro Fire UL Listed full data transfer module. UL Listed Central Station and Remote Station, NFPA 2007 8.6.3.5 One-Way Private Radio Alarm System compliant. 8 EOL inputs |
| AE-72105UM | 1 | 5db interior 36" antenna with ground plane and radials |
| AE-722025N | 1 | 25' RG58 cable with "N" connectors |
| Wire, hardware and labor to install & test | ||
| Charge installed: | $11,841.00 | |
Monitoring options:
AES 2-Watt Radio communications to central station with automatic daily dialer test
All required equipment is included with Alarm System equipment
Annual monitoring charge: $330.00
** All material and labor is warranted for a minimum of one year from the date of installation.
I would like to take a moment to thank you for considering Mango Security Systems, Inc. for your alarm system needs. If you have any questions or would like to proceed with this matter please contact our office at 1-800-479-4723. Prices quoted herein are good for twenty days and installation is subject to the terms of our standard Installation Agreement. Payment terms are 50% deposit and balance due upon substantial completion. A 3.5% surcharge applied to all credit card payments. Additional charges will be applied if rigid type insulation is discovered in walls or other spaces where system wiring is required and advance notice is not given of its presents.
Best regards,
Bryan Mango
Mango Security Systems, Inc.
bryan [dot] mango [at] mangosecurity [dot] com
Mobile 603-998-0527
Prices quoted herein are good for twenty days and installation is subject to the terms of our standard Installation Agreement. Payment terms are 50% deposit and balance due upon substantial completion. Additional charges will be applied if rigid type insulation is discovered in walls or other spaces where system wiring is required and advance notice is not given of its presence.
C.N. Carley Associates, Architects and Planners Code Analysis
June 5, 2023
Building Code Compliance Summary
| Project: Concord Quaker Meeting | Notes | Code Citation | |
|---|---|---|---|
| Applicable Code(s) | NH State Building Code (IBC 2018, IECC 2018) LS 101 (2015) | ||
| Use Group(s) | Daycare, Assembly | LS 101 6.1.2.1 6.1.4 | |
| Mixed Use Requirements | Mixed Occupancy | The building shall comply with the most restrictive requirements of the occupancies involved, unless separate safeguards are approved. | LS 101 6.1.14.3.2 |
| Construction Type | Type V(000) | Unsprinkled, 1 story permitted | LS 101 Table 16.1.6 |
| Occupant Load | Occupant Load: 14 | LS 101 Table 7.3.1.2 | |
| Required Egress Width | .3” per person @ stairways | N/A | LS Table 7.3.3.1 |
| .2” per person @ other means (doors) | Door width provided = 36”x2 | ||
| Required # of Exits | 2 exits from space with occupancy up to 500, 3 from 500 to 1000 | No space exceeds occupancy of 500. 2 Exits are provided | LS 101 7.4.1.1,2 |
| Exit Access Travel Distance | 100’ in an unsprinkled building | Maximum travel distance=40’ | LS 101 16.2.6 |
| Fire Separation Requirements | |||
| Protection from Hazards | |||
| Furnace Room | 1 hour rating or automatic sprinkler required | 1 hour enclosure provided1 | LS101 16.3.2.1(1)a |
| Cooking Facilities | 16.3.2.3 Cooking facilities shall be protected in accordance with 9.2.3, unless otherwise permitted by 16.3.2.4 or 16.3.2.5. —16.3.2.5 Approved domestic cooking equipment used for food warming or limited cooking shall not be required to be protected. | No protection required2 | LS 101 16.3.2.5 |
| Fire Alarm System | Fire alarm system required | Provide detection and a fire alarm system with emergency forces notification per LS 101 9.6 | LS 101 16.3.4 |
| Exit Signs | To required exits | 1 directional exit sign each at the west and east walls of Multi-Purpose Room. | State of NH Department of Safety Informational Bulletin 2020-05 |
| Smoke detectors | Smoke detectors required | Provide smoke detectors in the Multi Purpose Room (daycare), Lobby, and the hall to the southeast exit.3 | LS 101 16.3.4.5 |
| Emergency Lighting | To required exits | 1 battery powered each in Lobby and corridor leading to southeast door. | State of NH Department of Safety Informational Bulletin 2020-05 |
| 1st | Area/Person (sf) | Area (sf) | Occupancy Per LS101 Table 7.3.1.2 |
|---|---|---|---|
| Daycare | 35 | 482 | 14 |
Notes:
- It appears that the existing wall between the furnace room and the rest of the interior complies with UL design 305 (5/8” gypsum board both sides of 2x4 studs @ 16” oc). We propose the following construction:
- Probe the existing wall to confirm that is constructed as we believe it is.
- Replace the existing door and frame with a 45 minute rated door and frame per LS 101 Table 8.3.4.2.
- Patch existing opening in the west wall with matching construction.
- Install fire resistant sealant at the perimeter of all duct and pipe penetrations in the existing wall.
- The existing kitchen is comprised of residential type appliances and is used for warming and final preparation of food brought from outside, rather than for cooking. We believe that it complies with the requirements of LS 101 16.3.2.5.
- There are battery powered smoke detectors which would remain in some areas of the building. My reading of LS 101 9.6.2.10.3 is that the existing and any new smoke detectors do not need to be interconnected since we are dealing with a new use but not new construction.
DATE: June 6, 2023 Project: Quaker Meeting Daycare 2315
Chief Michael Gamache
Canterbury, NH Fire Department
26 Baptist Road
Canterbury, NH 03224
Subject: Quaker Meeting House Code Compliance
Dear Chief Gamache:
As a follow up to our phone conversation, I have attached a plan and code analysis matrix for the Quaker Meeting daycare along with a copy of UL Design #305 for a one hour wall. When I was on site, I noticed that the existing door is 20 min rated, which is not sufficient for our purposes, but led me to think that the wall is probably a 305 assembly. I suggest that we do a little investigation and, if the wall is compliant, proceed as I have outlined.
The matrix also covers the other items that I believe are required for the new occupancy.
Let me know what you think.
Thank you
Yours truly,
Christopher N. Carley, AIA
Tel: 603-228-3815 ∙∙ Fax: 603-228-5256 ∙∙ email: design [at] cncarley [dot] com
