​Town of Pittsfield
Town Hall Citizens’ Advisory Committee
Meeting Minutes, October 28, 2019
5:00 p.m. Town Office Building Basement
 
Present: Ann Kuendig (interim chair), Betty Warner, Jeremy Rayner, Ray Colton, Dave Larkin, Carl Oertel, Sarah Gallagher, Jenna Lapachinski (PTVT)
 
1. Call to order. Ann called the meeting to order at 5:04 p.m. and noted the following agenda modifications:  Jenna Lapachinski from Preservation Trust of Vermont was present to explain available options/grants available through PTVT and answer questions; Ann has information concerning loan/grant programs available through the USDA; report on visit to Stockbridge Meeting House.  There were no objections to the modifications.
 
2. Approval of minutes. The minutes of the October 14, 2019, meeting were approved by a motion from Ann, seconded by Jeremy.
 
3. Update on first floor design. Carl will follow up with Dan Pratt at RCWA regarding his bid for the first floor design.
 
4. Preservation Trust of Vermont.  Jenna gave an overview of services provided by PTVT and how they fit with this project. The RSF provides matching funds to do a general assessment ($250) as well as a structural assessment ($500), working with a pool of professionals who have agreed to provide these services at reduced rates. PTVT has done thousands of projects, including many town halls.  Community support is a necessary component of their process.  They provide workshops on specific areas (Fundraising and Project Management; Churches and Sacred Spaces; Historic Preservation and Community Development; Arts and Cultural Heritage; and Libraries, Nonprofit Owned and Public Buildings), and can arrange a meeting with all possible funders to review available programs. The State office of Historic Preservations determines whether or not a building is historic; usually a building 50+ years old is considered historic.  Jenna  indicated the assessments could probably be done by year’s end.  Following discussion, a motion (Dave/Betty) to proceed with the general assessment passed unanimously.  Upon further discussion, a motion (Jeremy/Dave) to proceed with the structural assessment passed.  Ann will follow up with Jenna.
 
5. Preliminary Survey results.  There was some discussion about the survey. Notably, 67% of respondents (100) indicated the Town Hall is an important community asset because of its place in the town’s history, because it is the only community meeting place, and because of its potential for hosting community events. 
 
6. Discuss/Update Options Document.  Ann first thanked Carl for closing up and weatherproofing the east end of the building, where the chimney had been located.  The power vent has been installed and was accomplished for $300 less than the bid price.   It was noted that the cost of demolition would likely run between $80,000 and $100,000.  Ann noted that, prompted by Glen’s email about the Stockbridge Meeting House, some of the committee had visited the building.  It is similar in size and layout to our Town Hall, with a kitchen/dining area in the basement and a meeting space with a stage on the main floor.  The cost of renovations to the Stockbridge building was $400,000.
 
7. Community Informational Meeting: The facilitator from Two Rivers Ottauquechee Regional Commission is available for November 21, but not November 14.  Ann suggested sending postcards to property owners/voters to notify them of the meeting.  Dave felt we weren’t ready for a meeting, that we didn’t have enough information to present.  The intent of the meeting is to let folks know where we are in the process, and to continue to receive public input as the survey has resulted with 100 people responding and it’s important to hear from as many people as possible.  A motion (Ann/Betty) to proceed with a community meeting on November 21 at 6 p.m. passed.  After some discussion about noise levels in the back room at the Clear making it difficult to hear, Ann will explore other location options (Riverside, Amee Farm, Fire House, Church). Motion (Ann/Jeremy) to proceed with postcard notification was passed.  Ann will ask if the facilitator, Kevin Geiger can attend our next meeting to help build an agenda for the November 21 meeting. 
 
8. Next meeting: Next meeting is tentatively scheduled for November 11, at 5 p.m., with November 14 as backup if Kevin is not available on the 11th.
 
9. Adjournment. Ann moved to adjourn the meeting at 7:05, Jeremy seconded.
 
Respectfully submitted,
 
Sarah Gallagher
 
Approved by:   s/Ann Kuendig                                                                                  Date:  November 11, 2019

Town of Pittsfield
Town Hall Citizens’ Advisory Committee
Meeting Minutes, October 14, 2019
5:00 p.m. Town Office Building Basement
 
Present: Ann Kuendig (interim chair), Jeremy Rayner, Glen Reinauer, Sarah Gallagher
 
1. Call to order. Ann called the meeting to order at 5:06 p.m. 
 
2. Approval of minutes. The minutes of the September 30, 2019, meeting were approved by a motion from Jeremy, seconded by Glen.
 
3. Preservation Vermont  Could not attend but Jenna Lapachinski sent the following to Jeremy:
    “There are several ways that we can help with projects, including planning and technical assistance. We often start with a field service visit, where we learn more about your project and figure out best way we can help. Sometimes it’s connecting you with an engineering or architect to help understand the needs of the building, other times it’s bring together partners from states and federal agencies and organizations that might be able to help with project funding. I encourage you to explore our website to get a sense for our work, http://ptvermont.org/our-work/, we’re really happy to help any way we can. In the case of the Pittsfield Town Hall, we would be happy to help with a general conditions assessment or with a second opinion of the engineering, which ever you think would be more valuable. We could do this with a matching grant through our Robert Sincerbeaux Fund. Here’s a little bit more information on the Robert Sincerbeaux Fund grant program and the kinds of projects it can help with:  
 
     FOR CONDITION ASSESSMENTS: The RSF grants are often used to hire a preservation contractor or architect to evaluate the condition of an historic building and make recommendations for its care.  The consultant will prepare a report that prioritizes repairs and gives rough cost estimates so groups can plan fundraising strategies.  A corps of qualified consultants has generously offered to do assessments for nonprofit organizations for a flat fee of $500; the Preservation Trust grant pays for half. 

     FOR OTHER CONSULTATION SERVICES: The grants may also be used for any other technical assistance that will move a project along its timeline; such as, hiring a fundraising consultant, an engineer, organizational development consultant, or architect to do beginning design work.  An engineering assessment would cost $1000, PTV would still pay for half. 
The first step in the process is always a site visit, which we can set up at your convenience. Chat with the board tonight about what they would like to pursue for planning and then we can move pretty quickly after the site visit. Just to get a sense of the application process, here’s what we would need to review a RSF request:

     TO APPLY: The process for applying is to write PTV an email or letter (sent via email) requesting a grant of up to $250. In the email provide the physical address of the building, a brief history of the property, and a mailing address and contact name where we can send an award letter, as well as the name, phone number and email address of whomever will be responsible for contacting the selected consultant. Describe the current issues with the building and how a Robert Sincerbeaux Fund grant will help move your project forward.  Please indicate in the email whether or not you have the matching funds in hand ($250). If not, please explain how you will secure the matching funds. 

     If approved, we will send you an award letter and check for our half of the consultant's fee. The award letter will include the consultant's contact information so that you can arrange their visit.”

4. Update on 1st Floor Design.  Follow up with Dan Pratt at RCW has not yielded anything as yet.
 
5. Survey results.  Ann reported that she can only process 100 results under the ‘free’ subscription to Survey Monkey.  Upgrading for $99.99 would allow export of data as well as more detailed analysis.  Motion (Ann /Jeremy) to proceed with the upgrade for one month at a cost of $99.99 was approved.
 
6. Discuss/Update Options Document. Glen indicated that estimates on Repair to Reopen Option (repairing first floor structure with steel beams) did not include labor. Committee members will need to solicit estimates for labor and other projects listed under this option and other options listed in the document. Members also discussed work that will need to be done and when to address water seepage mitigation if the Committee decides to pursue this project as soon as possible to reduce potential damage and mold growth over the winter. Members also discussed an estimate of $300K to $500K for construction of a new building to replace the existing Town Hall.
 
7. Community Informational Meeting: Ann has secured a facilitator from Two Rivers Ottauquechee Regional Commission to lead the Community Meeting (which the TH Committee tentatively set for November 14). The facilitator is only available November 21, so the Committee will need to discuss the new date at the next meeting. Members discussed ways to inform taxpayers of the meeting which included sending out postcards and posting signs around the community. Ann will investigate holding the meeting at facilities other than Town Office lower level.
 
8. Next meeting: Set for Monday, October 28, 2019, 5pm Town Office lower level.
 
9. Adjournment. Ann moved to adjourn the meeting at 6:05, Jeremy seconded.
 
Respectfully submitted,
 
Sarah Gallagher/Ann Kuendig
 
Approved by:  s/Ann Kuendig                                                                                   Date: October 28, 2019

Town of Pittsfield
Town Hall Citizens’ Advisory Committee
Meeting Minutes, September 30, 2019
5:00 p.m. Town Office Building Basement
 
Present: Ann Kuendig (interim chair), Jeremy Rayner, Ray Colton, Dave Larkin, Carl Oertel, Sarah Gallagher, Keith Hopkins
 
1. Call to order. Ann called the meeting to order at 5:02 p.m. 
 
2. Approval of minutes. The minutes of the September 11, 2019, meeting were approved by a motion from Ray, seconded by Dave.
 
3. 1st Floor Design.  Herb Keundig and Carl Oertel met with Dan Pratt of RCWA regarding approval of drawings for engineer’s stamp.  Dan responded with a contract  which noted hourly rates of staff but did not provide an estimate of the time and work involved.   Herb will follow up with Dan.
 
4. Community Engagement/Survey.  Ann reported that she had 102 responses to date.  Surveys and boxes are at the Clear River Tavern, the Library, and the Swiss Farm Market; Ann had a table at the bazaar as well.  There was some discussion concerning when to close the survey to further responses. Motion to suspend the survey as of November 1, 2019, was made and passed (Ann/Sarah).  Sarah will post a notice to that effect on the Pittsfield News FB page, and on the Town website. Ann will compile survey results for review at next meeting.
 
6. Next Steps for final report.  Ann re-read the charge to the committee, “Will the voters of Pittsfield authorize the formation of an exploratory committee to research any and all future options for the Pittsfield Town Hall  and have those options presented prior to the next Town Meeting?”  Options include executing repairs to bring the building to its prior state, demolition, sale, and repair/renovate beyond basic repairs, as well as other options as suggested in the surveys.  Motion was made to set November 14, 2019, 6 pm as the date and time for a public informational meeting to outline the committee’s work to date, and to hear further input from residents and property owners.  (Ann/Jeremy).  Ann will see if she can arrange for a facilitator, refreshments will be provided. Meeting to be in the lower level of the Town Office building.
 
5. Scope of work document. Ann will email the document to the committee.
 
Next meeting: Tuesday, October 14 at 5:00 p.m. in the basement of the Town Office building.
 
Adjournment. The meeting adjourned at 6:09 p.m. upon motion from Ann, seconded by Jeremy. 
 
Respectfully submitted,
 
Sarah Gallagher
 
Approved by: s/Ann Kuendig                                                                  Date:  October 14, 2019