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.
Sarah Gallagher/Ann Kuendig
Approved by: s/Ann Kuendig Date: October 28, 2019