Town Office Building Committee Minutes – January 26, 2017

TOWN OF NEWFANE

TOWN OFFICE BUILDING COMMITTEE

MEETING MINUTES

January 26, 2017

 

Members Present:     Doris Knechtel (Chair Person), Frank Suponski, Gary Delius (Select Board Member via telephone), Karen Astley (Recording Secretary)

 

Members Absent:        Carol Hatcher (Select Board Member); Meghan Munro (Resigned effective January 16, 2016)

  1. CALL TO ORDER: Doris Knechtel opened the meeting at 5:03 p.m.
  1. ADJUSTMENTS TO THE AGENDA: None.
  1. ACCEPTANCE TO THE MINUTES: Frank Suponski made a motion to accept the minutes as written. Doris Knechtel seconded. Motion passed.
  1. COMMUNICATIONS AND PUBLIC COMMENT: No public attended meeting.
  1. UNFINISHED BUSINESS:

a).  Update on Painter’s and Roofers:  Painting Exterior Building:   Frank Suponski met with Norm Holden. Frank’s suggestion is whoever the paint contractor is has to be certified to remove leadbase paint. Frank suggested the contractor remove the existing cedar siding from the following sides of building, roadside, parking lot side and the back of the building. The cedar siding on the side of the Wilson property appears to be alright and not weathered as much as the other three sides.

Gary Delius commented that any work would generate a Request for Proposal but in the interim a Request for Interest with a scope of work may be the first step. If we request interest the contractor may have alternative ideas on what is the best solution for painting or residing the Town Offices knowing there is lead base paint on the existing building.

The committee reminded one another that we as a committee only make recommendations based on facts that we have. The Selectboard will ultimately decide what is best.

Interior Painting can be a Request for Proposal and later reviewed by the Selectboard. This work is straight forward.

Karen Astley emailed Newfane Painters to see if they would give the town an estimate. They had stopped and looked at the outside of the building. Karen will follow up with them.

b).  Window Shades: Doris Knechtel handed out information on cleaning the existing quilt shades along with a cost to replace them which includes installation. The shades can be cleaned but would be labor intensive for the size and amount (15 shades approximately 40 x 89 inches each). Replacing them would be approximately $6,000.00 ($11.00 per square foot). The shades are needed in the offices to keep the noise, cold and daylight out.

c).  Update on the new office building in Lincoln. Karen Astley handed out minutes to the committee regarding Lincoln. Their town built a new town office. It was funded through a bond vote and money ($20,000) from a reserve account. No plans were available online.
Brief discussion was mentioned that renovating and building a new addition would require the committee to search for grant funding if possible to alleviate the cost. January 27 was a deadline to generate a list identifying public infrastructure projects in the Windham Region to Windham Regional Commission with the potential for future funding. Doris will follow up with Shannon to see that the request was completed.

  1. NEW BUSINESS:

a). “Surplus” Funds/Allocation of: Karen Astley asked Gary Delius the process of appropriating “surplus” funds. Gary Delius explained surplus funds, at the end of a fiscal year is voted on to allocate into the Capital Fund. An article is written for Town Meeting and clearly states how much will go into the Capital Fund. The Capital Fund has more than one line item and is disbursed within the fund.  Once money is designated to the line item it stays there to be used for that purpose such as Town Office improvements, equipment etc.

This led to the discussion about “how much” is in the Town Office Building. The committee figured out from reports over the course of three years there is approximately $90,106.00 in the Town Office Capital Fund. This includes the $50,000 that the Selectboard agreed to designate this fiscal year.  Discussion ensued about the $35,000 from the bond vote that was planned for renovation of the building from the surplus bridge work. Committee will follow up on that.

Gary Delius also made mention that the committee needs to consider “short-term” to accomplish what is healthy for the staff who are working in the building. This included fresh paint and the HVAC system. There is an issue with the air exchange. Whether the funds come from the “Building Maintenance” or from the renovation funds, the HVAC needs to be addressed. Karen Astley has David Cotton’s report.

Bathrooms will be redone as soon as possible based on a “Not to Exceed” $1,000 as voted on by the Selectboard.

  1. OTHER BUSINESS (Discussion/Action):

a).  Committee Members: Gary Delius would like to see new members come forward and discussed recruiting other members. Carol Hatcher is not able to make Thursday meetings. With the resignations of two new members it puts a strain on the other members. This will be revisited after Town Meeting once there are new staff and Selectboard members.

b).  Date of next meeting is February 9, 2017, Thursday at 5:00 p.m.

  1. Adjournment: Frank Suponski made a motion to adjourn at 6:14 p.m. Gary Delius seconded the motion. Motion passed.

(Note: These are unapproved minutes. Corrections, if necessary, will be found in the minutes of the next Town Office Building Committee meeting minutes.)