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Barre, MA 9/11 MEMORIAL DEVELOPMENT COMMITTEE

CHARGE

9/11 MEMORIAL DEVELOPMENT COMMITTEE
BARRE, MASSACHUSETTS

Whereas the Board of Selectmen wishes to delegate the responsibility of developing a monument to honor the first responders who gave up their lives in response to the terrorist attacks against the United States of America on September 11th, 2001 and the military members that have given their lives since, in the war on terror.
The Board of Selectmen of the Town of Barre hereby charges the 9/11 Memorial Development Committee with the following responsibilities and duties:
1. The election of officers including at least a Chairman and Secretary.

2. The recording of minutes and votes of all meetings as prescribed by the Open Meeting Law. Minutes are to be signed by the Secretary of the Committee upon approval of Committee and copies of the minutes submitted to the Town Clerk as prescribed in the Town Bylaw.

3. The Committee shall comply with the “Open Meeting Law” and the “Uniform Procurement Law”.

4. The Committee shall be governed by the “Conflict of Interest Laws”.

5. The committee will be comprised of nine (10) regular members. A quorum of the board is based on nine (10) members; a minimum of six (6) members is necessary to conduct business at a posted meeting. Members will be appointed annually with terms expiring on June 30th of each year or until the completion of the memorial.
At a minimum, the committee shall include one representative with a history or current experience in the each of the following criteria:
a. One member shall represent the Fire Department, as recommended by the Fire Chief.
b. One member shall represent the Police Department, as recommended by the Police Chief.
c. One member shall represent the Emergency Medical Services division of the Fire Department, as recommended by the Fire Chief.
d. One member shall represent the Military forces and those members of the community that fought for our country in the war on terror (enlisted/served since September 11, 2001).
e. One member shall represent the historical society of Barre or represent the historical interests of Barre.
f. One member shall be the Veteran’s Agent;
g. Four members shall represent the community at large.
Although each member above is identified as representing a specific group in Barre, additional skills in design review, procurement, and community involvement are also desired.

6. Procedure: The development of the 9/11 Memorial will occur in three phases.
A. Phase 1: Identify a concept for the memorial that include use of the materials the Town received from ground zero.
a) Develop a simple narrative on which a designer can build upon. This is just a rough concept that will be revised during a subsequent phase noted below.
i. Schedule one open meeting for public input.
b) This concept shall also include identifying a location in town for this memorial to be placed.
c) Present to the Select board the initial concept and location prior to proceeding to Phase 2. The Select board may request more details or information be provided. Once all requests from the Select board have been addressed, the Committee shall proceed to Phase 2.
B. Phase 2: Identify an entity to create a design and install the memorial through a design/build process.
a) Develop a final scope of work on which to base a request for qualifications or request for proposal (as determined by the Town’s Procurement Officer). Include appropriate design review stages and project meetings, as necessary to update the Town on various stages of the project and insure the contractor incorporates the Towns input. Identify the Town’s intent to include public input of a 75% design so that the bidder can plan for the appropriate time between design phases.
b) Acquire or develop a cost estimate for the services indicated in the final scope of work.
This may cause a delay until funding can be created or identified prior to moving onto item c.
c) Coordinate with the Town Administrator to advertise for a design/build contractor that specializes in memorials, monuments, and other similar specialties that match the basic concept for the memorial, as identified in Phase 1.
d) Support the advertisement effort by networking, calling, and emailing various artisans, contractors, and companies to assist in finding the best match for the needs of the project.
e) Present to the Select board on the results of the procurement process, as noted here:
f) After completing the final scope of work and acquiring a cost estimate for the respective services indicated
g) After identifying the funding source to complete the final scope of work
h) After reviewing the responses to the bid and choosing one to recommend the Town accept. The Select board will review this recommendation and provide comment or approve the recommendation to award a contract.
C. Phase 3: Design and construction administration
a) After bidding and the Town awarding a contract, participate in the project meetings and design reviews. Include the Town Administrator in project progress updates so that they can be included in the Town Administrators report to the Selectboard.
ii. Upon receipt and initial review of the 75% design, schedule an open meeting to include public input regarding the final design expectations. Incorporate appropriate comments into the 75% review comments that will be provided to the contractor(designer) to respond and/or incorporate into the final design.
b) The Town Administrator will maintain all contract administration duties, but the Committee shall support the Town Administrator as a liaison.

7. The Board of Selectmen may disband the committee if they deem it unnecessary.

8. This charge may be amended by the Board of Selectmen at any time.

No meetings of 9/11 MEMORIAL DEVELOPMENT COMMITTEE are currently scheduled.

Past Meetings

For information on older meetings, please contact the Town Clerk.

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