​DRAFT-Pittsfield Town Hall Building Committee Meeting Minutes
 
DATE:September 14, 2020
To listen to the recording of the meeting please clickhttps://fccdl.in/KhyYIPDnvl
 
PRESENT:Herb Kuendig, Jeremy Rayner, Ray Colton, Carl Oertel, Ann Kuendig
 
Agenda
 
Agenda Modifications: 
 
Minutes Approval- tabled to September 28, 2020
 
New Business:

1. Update on Projects & Design
2. Next Steps

 
Next Meeting Date:   September 28, 2020
 
Adjournment:
 
Herb called the meeting to order at 5:06pm Ray seconded. All in favor.
 
New Business:
 
1.  Update on Projects & Design-Herb said he reached out to three structural engineering firms for design proposals that would include placement of steel supports and sizing the beams needed. Herb said he should have proposals in hand by the next meeting. Ray suggested changing the location of the beams to run from the front to back instead of side to side in the building to save money and labor costs. All agreed. Construction preparation tasks have been completed. Ann Kuendig, Joyce Stevens, Betty Warner and Micheline Bissell emptied the contents of all kitchen cupboards and shelves and packed into boxes. Herb Kuendig and Tim Carter took down the dropped ceiling and paneling from two walls and disposed of in dumpster from Able Waste Management. It was agreed that no further demolition would take place and the dumpster was to be picked up as scheduled after 7 days of use. 2.  Next Steps-Herb will meet with Glen Reinauer to discuss the new location of the beams as well as the structural engineers he plans to solicit design proposals from.  
Adjournment:Herb called the meeting to a close at 5:20pm. Jeremy second. All in favor
Next Meetings:September 28, 2020
 
Recorded by Ann Kuendig
Approved:      
Herb Kuendig

Pittsfield Town Hall Building Committee Meeting Minutes
Draft
 
 
DATE:August 24, 2020
To listen to the recording of the meeting please clickhttps://fccdl.in/M0mLApq1br
 
PRESENT: Ann Kuendig, Herb Kuendig, Jeremy Rayner, Ray Colton, Tim Carter, Carl Oertel
(Glenn Reinauer, unable to attend)
 
Agenda
 
Agenda Modifications: none
 
New Business:

1. Organize Committee
2. Review Charge from Select Board
3. Discuss Plan of Action
4. Set Meeting Schedule

 
 
 
Next Meeting Date:   
 
Adjournment:
 
Ann called the meeting to order at 5:10pm and thanked members for agreeing to serve.
 
New Business
#1 Organize Committee-Ann called for motions to elect a member of the Committee to serve as Chair. Jeremy moved to have Herb serve as Chair, seconded by Ray. All in favor.  Ann offered to serve as a non-voting administrator to record and post minutes and agenda’s, recruit volunteers,  help in the outreach for any goods and services the Committee may determine it needs to implement work plans and act as liaison to the Pittsfield Select Board.
 
#2 Review Select Board Charge-Ann said the Select Board chose members of the Building Committee because of their backgrounds in build and design and desire to implement the First Phase of a work plan developed last year by the Town Hall Citizens Advisory Committee and approved by voters at Town Meeting. The goal of the PTH Building Committee is to manage the design and construction of the first-floor support structure in time to reopen Town Hall for Town Meeting in March 2021.
 
#3Discuss Plan of Action-Ray suggested that the project be broken down into manageable tasks that can be done by committee members and volunteers such as finalizing the design structure and sizes of steel beams, preparing TH for construction by clearing work spaces and prepping the basement ceiling and walls. The group walked over to Town Hall to inspect what will be needed to begin those initial tasks. The Committee agreed to have Ann recruit a group of volunteers for a work party to remove and box every item in the basement kitchen, reposition appliances to the front of the basement and move all tables and chairs upstairs to the main floor for storage. The Committee also agreed to get prices from Abel, Casella and Hubbard dumpster services for a 20-yard dumpster to be placed in the back of Town Hall for demolition material. Ann said she will report back to the Select Board at their next meeting and will seek approval for up to a $2,000 expenditure for initial pre-construction expenses from the Town Hall maintenance line item or the $40,000 Town Hall Construction Fund (of which $30,000 was just approved at the last Town Meeting). The Committee agreed that once the dumpster was in place and most of the kitchen cleared, members would begin demolition to prepare for installation of the new floor structure. Herb also said that he would meet with the engineers who previously inspected Town Hall to begin finalizing the design for the first floor.
 
#4 Set Meeting Schedule: The committee agreed to meet every other Monday at 5pm.
 
Next Meetings:September14, 2020
 
 
Adjournment:Ann called the meeting to a close at 6:01pm.

                                                                                                                         Recorded by: Ann Kuendig

Approved:

​Town of Pittsfield
Town Hall Citizens’ Advisory Committee
Meeting Minutes, December 9, 2019
5:00 p.m. Town Office Building Basement
 
Present: Ann Kuendig (interim chair), Dave Larkin, Carl Oertel, Glenn Reinauer, Sarah Gallagher.
 
1. Call to order. Ann called the meeting to order at 5:14 p.m. 
 
2. Approval of minutes. The minutes of the November 21, 2019, Community Forum and the November 25 Committee meeting were approved. (Ann/Carl)
 
3. Committee Report for 2019 Town Report.  Committee Report to the Select Board. Ann had circulated the Committee Report to be submitted for inclusion in the 2019 Town Report.  There was discussion concerning the desire to disclose as much cost information as possible, both for usual maintenance of the building, as well as the various phases of the proposed work. These are questions that will come up in any public discussion.  Those estimates will be added to the report. Ann also circulated the Committee Report and Recommendation to the Select Board. The cost information and phases of work are submitted with the report as separate documents. The Committee felt it was important that we recommend to the Board that they devise a plan to implement all phases of future work to be accomplished over time.  Motion to approve both reports was made and passed (Ann/Carl).
 
4. Next meeting. Our work is complete, no meeting scheduled at this time.  However, attendance at the Select Board meeting when the report will be submitted (December 17 at 6 pm) would be appreciated.
 
6. Adjournment. Motion to adjourn the meeting passed at 6:23 p.m. (Ann/Dave).
 
Respectfully submitted,
 
Sarah Gallagher
 
Approved by:                                                                                     Date:

​Pittsfield Town Hall Community Meeting Minutes
November 21, 2019
Clear River Tavern Backroom
2640 VT-100, Pittsfield, VT 05762
 
Present:  Ann Kuendig, Interim Chair, Betty Warner, Sarah Gallagher, Jeremy Rayner, Glenn Reinauer, David Larkin, Ray Colton, Carl Oertel-Town Hall Citizens Advisory Committee members; Kevin Geiger-TROC Facilitator; 32 audience members
 
Call to order- Ann called the meeting to order at 6:05pm and welcomed participants telling them the main purpose of the meeting was to give them another forum in which to express thoughts and ideas on the future of Pittsfield Town Hall. 
 
Introduction of Committee Members-Ann recognized all committee members present and noted Keith Hopkins was unable to attend.
 
Introduction of Meeting Facilitator-Ann introduced Kevin Geiger- a senior planner with the Two Rivers Outtaquechee Regional Commission with experience in facilitating public meetings. 
 
Overview of Advisory Committee Formation and Work-Ann briefly recapped events leading to the community meeting. In September of 2018 at the annual picnic, a resident noted that the Town Hall chimney appeared to be pulling away from the building.  
Inspections by a mason and at least two contractors raised a concern that the problem might not be the chimney but may be structural issues with the building itself.  
The Select Board hired a structural engineering firm to investigate which conducted two inspections in October and December of 2018.
The report from Criterium Engineers (which has been posted on the town website since it was issued) noted potentially serious structural deficiencies with the roof trusses and rafters as well as the first-floor system. Based upon Criterium’s recommendation that the floor system be reinforced before it is used for public assembly, the Select Board closed the building. 
Last March, Town Meeting approved the formation of an exploratory Committee to “research any and all future options for Pittsfield Town Hall.”    
One of the first tasks of the advisory committee was to determine the present condition of the building. In addition to the questions about the integrity of its roof and floor systems, the basement is prone to flood from the west and south foundations during heavy rain and snow storms. 
Although the attic deck, foundation walls and rim joist had been insulated with spray foam in 2016, several items in the town-approved energy upgrade plan had not been implemented. Three walls remain to be insulated and resided; and the light fixtures in the main room have not been replaced and the entire ceiling rewired.  In July the chimney fell away from the building. 
 
To summarize its present condition, Pittsfield Town Hall is a 189-year-old building that has been moved twice in its lifetime, with a floor that engineers say is questionable support for more than 25 people, a roof that is sagging in some sections, outdated first floor electrical fixtures and wiring, uninsulated walls, leaky and crumbling foundations, decaying siding that needs to be replaced and painted. It costs the town around $2,500 a year to heat and light the building. 
The long and growing list of repairs and operational inefficiencies prompted the committee to design a survey to find out from residents and taxpayers if they really needed and wanted the building to justify fixing it and if so, for what?
The advisory committee first distributed the survey online in July with a notice in property tax bills followed by social media notices and a link posted on the Town website. 
The advisory committee also set up several distribution and collection points for paper copies of the survey around town and manned an information booth at the Town Bazar in August. 
 
Survey Results Presentation-Ann presented a power point presentation on the results of Survey questions one through four.
 Slide One-Two 104 Pittsfield residents and taxpayers took the ten-question survey.  Ann asked the audience how many people took the survey. Only a handful indicated they had not taken the survey.  
Slide Three-Four  How long have you been a resident of Pittsfield?
85 percent of the responses came from residents, of which nearly 32 percent had lived here 26 years or more. 16 Taxpayers also took the time to register their opinions.
 
Slide Five-Six   Do you believe Pittsfield Town Hall is an important community asset?
Survey respondents overwhelmingly, 67 percent, deem the Town Hall building to be important to the community with 14 percent saying no. Another 18 percent of the respondents were unsure about the importance of Town Hall 
 
Slide Seven-Eight  If you agree Town Hall is an important community asset, list all the reasons why?
67 percent felt it was an important part of the town’s history followed by nearly 61 percent who said it added to the town’s charm and character. Nearly 60 percent of the respondents said town hall has the potential for hosting other community events. 
 
Slide Nine-Ten   What events would you likely attend at Pittsfield Town Hall?
Town Meeting was the top choice among respondents with 86 percent
followed by nearly 59 percent who said they would likely to attend both the annual bazaar and concerts if held at town hall. Exercise Classes came next, followed by private functions, community theater and children’s programs. 
 
Slide Ten-21 respondents did offer a comment on events they would likely attend. Four people said Historical Society meetings and events. Five offered different event suggestions like funerals, reunions, classes senior/ youth center, art events, medical health checks and cooking food events. Nine respondents either didn’t answer the question or put none or not applicable.  Of these, we know from looking at their answers to other questions in the survey that seven of them do not believe the building is an asset, do not want to spend any tax dollars or funds on the building and want to sell, close or tear it down.
Audience Questions and Discussions-Kevin led the discussion of what functions audience members would like to see Town Hall serve. Audience members suggested the following additional services or events that could be held at Pittsfield Town Hall:
 
Community dinners
Shelter * (mini  -10)
Dances
Seed Bank *
Studio/gallery
Consultation Space
Closets
Medical exams (basic BP) *
Art Presentations *
Senior/Youth Center
Cooking/food events
Historical presentations *
Library Programs
CPR Training *
 
In a discussion of whether other Town buildings could be used to hold any of the suggested events or services, a star was put next to those which could be held in the basement of Town Offices.
 
In response to a question from Kevin on what other concerns the Committee should consider in recommending any potential Town Hall repair/renovation projects the following issues were raised:
 
Cost/financing-how can we afford projects given the Towns current level of debt?
Demand- would people use it?
Logistics-can we get insurance if its needed for certain programs?
Alternatives to needs and wants
Demographics- think about numbers of groups
Engineering/phases-
Management-
Timing-
 
Audience Comments and Questions:
 
Ray Colton-My concern is if we design Town Hall to serve certain functions how can we insure people use it?
Matt Corron-Insurance policies required for use of Town Hall might be deterring people from using it.
Gordon Gray- worked on building, it’s not square, floors out of level, outdated wiring we might be better off tearing it down.
Chuck Colton-if we add all these functions, aren’t we setting it up to ensure the building has to be torn down to accommodate additional functions aside from Town Meeting and the occasional dinner?
Ray Colton-There is still a ton of money owed on Town Offices and a new fire truck. My thought would be to fix the thing up to reopen then do additional projects later on so we don’t get deeper in the hole.
 
Next Steps-the advisory committee’s plan is to review all of the ideas and opinions learned from the community meeting and through the survey in an effort to recommend building options to the Select Board by its December 17 meeting. The committee will continue to collect and receive ideas and opinions on Town Hall projects from residents and taxpayers and also get cost estimates on repairs and renovations that committee members have proposed. The Committee has contracted with the Preservation Trust of VT to have general and structural reviews of the building that will be conducted by architects and engineers who offer reduced costs for this work. 
 
Adjournment-the meeting was adjourned at 7:20
 
Recorded by Ann Kuendig
 
Approved by:      s/Ann Kuendig                                                                               Date: December 9, 2019

​Town of Pittsfield
Town Hall Citizens’ Advisory Committee
Meeting Minutes, November 25, 2019
5:00 p.m. Town Office Building Basement
 
Present: Ann Kuendig (interim chair), Ray Colton, Betty Warner, Dave Larkin, Glen Reinauer, Sarah Gallagher, 
 
1. Call to order. Ann called the meeting to order at 5:05 p.m. 
 
2. Approval of minutes. The minutes of the November 11, 2019, meeting were approved with the change that Jeremy Rayner was not in attendance at that meeting. (Betty/Dave)
 
3. Community Meeting/Survey Results.  Those in attendance agreed that the November 21 Community Meeting confirmed the survey results and raised other concerns which the Select Board will have to address: How to manage the building (rental process/policy, how to encourage use of the building, cost/financing of final project). It was noted that many of the proposed ideas and suggestions for the use of the building were for events that have taken place in the building in the past.
 
4. Committee Report.  The Committee agreed that Ann would prepare a report of the Committee’s work for submission to the Select Board at its December 17 meeting.  A motion was made and seconded (Ray/Dave) to recommend that the Select Board proceed with Phase I (Repair to Re-open, as described in the Town Hall Options document) as soon as possible.  There was concern that once this Phase is complete, further work may not be planned, phased in and accomplished as future Select Boards change, etc.  In addition to the structural work necessary to make the building usable, some work needs to be done to make the spaces functional and appealing.
 
5. Next meeting: Next meeting is scheduled for Monday, December 9, at 5 p.m.
 
6. Adjournment. Motion to adjourn the meeting passed at 6:31 p.m. (Ann/Betty).
 
Respectfully submitted,
 
Sarah Gallagher
 
Approved by:    s/Ann Kuendig                                                                      Date: December 9, 2019

 Town of Pittsfield
Town Hall Citizens’ Advisory Committee
Meeting Minutes, November 11, 2019
5:00 p.m. Town Office Building Basement
 
Present: Ann Kuendig (interim chair), Betty Warner, Dave Larkin, Carl Oertel, Sarah Gallagher, Kevin Geiger (TRORC)
 
1. Call to order. Ann called the meeting to order at 5:11 p.m. 
 
2. Approval of minutes. The minutes of the October 28, 2019, meeting were approved. (Betty/Dave)
 
3. Kevin Geiger, facilitator. Ann introduced Kevin Geiger from Two Rivers Ottauquechee Regional Planning Commission, who will facilitate the November 21 community meeting.  Kevin and the committee formulated a plan for the structure of the meeting, ensuring that everyone would be heard and the meeting would be kept on track within the timeframe.  Ann will introduce Kevin and he will give a brief overview and outline the procedures for participation.  He may bring another person to record thoughts/ideas brought forward at the meeting. Ann and Betty will prepare a brief PowerPoint presentation with the results of the first 4 questions of the survey.  Complete survey results will be available at the end of the meeting, as well as copies of the survey for anyone who has not responded by that time.  The committee will plan to submit its report to the Select Board at its December 17 meeting.
 
4. Discuss/Update options document.  Tabled to next meeting.
 
5. Next meeting: Next meeting is scheduled for November 25, at 5 p.m.
 
6. Adjournment. Motion to adjourn the meeting passed at 6:38 p.m. (Carl/Betty).
 
Respectfully submitted,
 
Sarah Gallagher
 
Approved by:     s/Ann Kuendig                                                           Date: November 25, 2019

​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

To​wn of Pittsfield
Town Hall Citizens’ Advisory Committee
Meeting Minutes, September 11, 2019
5:00 p.m. Town Office Building Basement
 
Present: Ann Kuendig (interim chair), Ray Colton, Carl Oertel, Betty Warner, Glenn Reinhauer
 
Guests: Herb Kuendig, Keith Hopkins
 
Call to order. Ann called the meeting to order at 5:01 p.m.
 
Approval of minutes.
The minutes of the August 12 meeting were approved by a
motion from Ann, seconded by Betty.
 
Chimney Update:  
Power Vent installation: Ann moved to authorize acceptance of the CV Oil bid for $1,721.03 for an external power vent. The motion was seconded and accepted. Previously, the installation of the power vent had been put on hold waiting for information from the insurance company. Ann will schedule the installation with CV Oil.
 
PACIF Insurance: PACIF reinspected Town Hall which the company does about every five years and discovered that the orginal square footage was overstated. Policy was readjusted to reflect the proper square footage for coverage.  At this point, PACIF has agreed to refund the overpayment for the past year. The select board will pursue being compensated for overpayment in the prior years as well.
 
Community Engagement Survey Update.
Survey responses continue to come in. Ann reported she had received a total of 85 from both online and hard copy responses. Another 6 were turned in at the meeting. Paper surveys require the respondent to include their name. Those are being verified to confirm either a resident or a property owner. An illustration of the reporting available from the Survey Monkey App was shown.
 
Community Engagement Events.
Surveys will be available at The Clear on September 15th during the Pittsfield Volunteer Fire Department Appreciation Dinner and will also be available during the Pittsfield Bazaar on September 28th.
 
RCWA Proposal.
Carl and Herb reported on their meeting with Dan Pratt of RCWA. The drawings, prepared by Herb Kuendig Designs, will require certification. RCWA submitted a proposal that needs further clarification. A motion made by Ann, seconded by Ray, was approved for Carl and Herb to have an additional meeting for that purpose.
 
Scope of Work Discussion.
The Scope of Work document was discussed. There were no substantive changes at this time while we wait for more input from RCWA and others. Dave Larkin stated that we need to be sure to include costs for all options including possible sale and possible demolition. 
 
Committee member addition: 
Keith Hopkins was asked to join the Committee and accepted. The Committee welcomes his building expertise.
 
Next meeting: Monday, September 30, 2019, at 5:00 p.m. in the basement of the Town Office building.
 
Adjournment. The meeting adjourned at 6:15 p.m. upon motion from Ann, seconded by Ray and unanimous consent.
 
Respectfully submitted,
Betty Warner
 
Approved by:     s/Ann Dufresne                                                        Date: September 30, 2019